Office Administrator (Lawrence)

Office Administrator (Lawrence)

01 Jul 2024
Kansas, Lawrence 00000 Lawrence USA

Office Administrator (Lawrence)

Vacancy expired!

BACKGROUND:

The Office Administrator has a unique and valuable job, since they manage the office, and provide information, coordination and help to members, callers, and visitors to the UUCL. Because of the diverse duties, the Office Administrator should be good at multi-tasking and running an office in a sometimes stressful work environment become familiar with the principles of Unitarian Universalism, and be a welcoming person to all who contact UUCL.

(1) SALARY:

The Office Administrators position is .625 FTE, 25 hours per week, and salary is specified in the Annual Budget, The congregation strives to follow UUA Fair Compensation Guidelines.

(2) THE OFFICE ADMINISTRATOR REPORTS TO:

The Office Administrator reports to the Minister, chief of staff.

(3) RESPONSIBILITIES:

The Office Administrators responsibilities fall into four categories: Office Management, Support and Coordination, Communication, and Facilities Management. Some of these tasks are weekly, others are monthly, quarterly, and yearly:

Office Management:

(a) Maintain files and records on UUCL activities and governance (including committee members, and executive board members); maintain procedures and policies approved by the Board.

(b) Maintain and update database of addresses/phone/e-mail of members and friends. Distribute updated Members and Friends directory periodically (2 to 4 times per year).

(c) Distribute reports as needed or requested, and coordinate with UUCL leaders while doing these reports.

(d) Prepare annual membership report to UUA, update UUCL membership in UU World information; submit annual non-profit report to Kansas Secretary of State Office.

(e) Provide input on purchasing of office supplies/equipment; maintain office supplies as needed, and do office supply shopping.

(f) In conjunction with technology experts, plan for modernization of data storage, if the budget permits for the acquisition of new technology.

Support and Coordination:

(a) Work with and provide administrative support to the Chair, Minister, Executive Board, Treasurer, Committee Chairs, and Team Leaders of the UUCL when requested.

(b) Process reimbursement vouchers, bills, and invoices. Print checks, and compile the necessary information for Treasurer to authorize payments. Provide administrative support to Treasurer.

(c) Attend Executive Board and other committee meetings and/or provide reports when necessary;

(d) Consult with technology experts and others when new software and technology is acquired, that would be used by the Office Administrator.

(e) If the Office Administrators other work is not pressing, the Office Administrator may Coordinate volunteer members to assist with administrative duties that can be carried out by volunteers. Continue to evaluate where volunteers might be able to relieve the administrative workload.

Communication: Duties include:

(a) Prepare and duplicate the weekly material for Sunday worship and program.

(b) Process and distribute mail and electronic mail. Create eBlast e-mails (currently in MailChimp) to all UUCL members on relevant matters, including weather updates, memorial services, and routine UUCL activities.

(c) Respond to telephone inquiries and route them to the appropriate persons.

(d) If the Office Administrators other work is not pressing, the Office Administrator may assist in the distribution of the weekly newsletter. (However, other UUCL members prepare the newsletter itself.)

(e) Occasionally post and maintain UUCL Social Media accounts

Facilities Management: Duties include:

(a)Maintain UUCL online calendar. Post meeting information on the calendar. Work with Building Use Team to approve facility rentals and other details.

(b) Maintain a list of key checks outs and returns. Follow up as needed.

(c) Coordinate receipt of deliveries to UUCL. Pick up packages from post office when needed.

(d) Maintain office supplies and replenish when needed.

(e) Communicate with Buildings and Grounds team, and other UUCL members, when maintenance and repair workers need access to the building.

(4) BENEFITS:

The leave, retirement benefits, holidays, and other benefits for the Office Administrator are as described in the 2014 UUCL Personnel Policies document.

5) Minimum Qualifications

Ability to write and edit

Training or experience in creative organizational communications

Technically adept in using Microsoft Office products (especially Word and Publisher)

Familiarity with using MailChimp online publishing platform

Familiarity with digital, email and online platforms

Familiarity with database software

Familiarity with the Unitarian Universalist religious tradition is not required or expected

6) Physical Requirements

Ability to work on a computer

Ability to move throughout the campus to various buildings

7) Core Competencies

Professional, courteous and welcoming demeanor

Able to interact and communicate with a diversity of individuals

Superb digital and computer skills

Able to uphold confidentiality of information

To apply, please send the following materials:

1) A cover letter addressing your interest and qualifications for this job. Also, share about a time when you had to learn a skill on your own in order to fulfill a job task.

2) A résumé.

3) Contact information for three references.

We will not consider incomplete applications.

Applications due on July 14, 2019.

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