Director of Administration

Summary

Description

Requirements 

● Bachelor’s degree in business or related field or equivalent experience in business administration
● Strong financial management skills, including payroll experience, budget management, and knowledge of human resources and benefits best practices.
● Exceptional communication and people skills, with an ability to collaborate well with staff and volunteers
● Personal qualities of integrity, credibility, commitment to the progressive mission of the congregation and ability to maintain confidentiality of personal or sensitive data
● Flexible and able to multi-task, enjoy working in a multi-faceted, people-focused organization with varied areas of responsibility and willingness to adapt to changing priorities.  

● Excellent organizational and time management skills, accuracy, and attention to detail 

● Proficiency with Google Workspace, Microsoft Office Suite, Quickbooks, and similar programs, calendar  software, and databases 

● Our ideal candidate would have 5+ years working in business and operational administration, with a commitment to socially responsible, progressive and mission based organization. 

Principal Areas of Responsibility

Financial Management and Oversight

• Working with Lead Minister, accountant, Treasurer, and Finance Committee, manage all financial and business planning activities, including:

  • Providing timely and needed financial information to all leaders and relevant committees

  • Lead and support organizational budgeting process, including annual operations budget, social justice budgets and any needed Capital budgets

  • Support and advise the Lead Minister and Treasurer in financial decision making

  • Review and analyze monthly financial reports for accuracy and projecting 

  • Provide timely and needed financial information to all relevant committees

  • Support the Finance Committee during periodic audits, both internal and external

  • Provide timely and accurate processing of deposits and payment of bills. 

  • Manage the office and facilities budgets, including preparation of vouchers for payment.

  • Process payroll, maintain payroll software data, and ensure payroll tax reporting, working with the church’s accountant and payroll service. 

  • Support other staff in the management of their budgets and expenses

  • Create efficient processes for leaders and staff to submit expense reports and receive reimbursement

  • Comply with all financial policies, procedures, and best practices. Work with the Lead Minister and Finance Committee on regular review and updates, as needed, of financial policies and procedures. 

Human Resources

• Maintain personnel files for all congregational staff in accordance with requirements of our Personnel  Manual and best practices. 
• Manage employee benefits programs

• Assist with hiring processes as needed

• Lead onboarding of new staff; including enrollment in benefit programs; handle exit processes for any departing staff

• Ensure compliance with Personnel Manual and in collaboration with the Lead Minister and Personnel Advisory Committee make necessary recommendations for updates to personnel manual and procedures as needed.

Operations

• Oversee contracts and leases with vendors

• Oversee and administer risk management and Workers’ Compensation programs and act as liaison with the congregation’s insurer to ensure adequate coverage. 

• Maintain insurance files and claims.

• Maintain congregational records and archives with appropriate filing systems. 

• Compile and update written procedures and guidelines for congregational activities and administration. 

• Maintain the congregational calendar. 

• Purchase office and building equipment; negotiate pricing and service contracts; and procure building and office supplies. 

• Respond to requests and inquiries from staff, members, and the public. 

• Coordinate with core staff, volunteers, committees, teams, and the Board of Directors to ensure that  administrative needs are met. 

Fundraising and Development

• Maintain accurate donation and pledge records and ensure that pledge statements are sent to pledging  members on a regular basis. 

• Track, report and follow up on pledge receivables.

• Analyze giving data for trends and key indicators or areas of improvement

• Respond to questions or concerns from members related to pledging and giving 

• Work with the Lead Minister and Pledge Drive committee to support fundraising activities, including the annual pledge drive campaign. 

Facilities Management  

• Handle all property emergencies, including snow removal, expeditiously

• Hire, supervise and evaluate the sexton and cleaning service or custodian

• Coordinate with various task forces and committees, including the Safety Team, Buildings and Grounds, Green Sanctuary Task Force, and others on special projects related to the facility. 

• Coordinate with volunteers who perform buildings and grounds maintenance

• Coordinate the scheduling of buildings and grounds use by UUCB groups/individuals as well as outside groups/individuals, including renters. 

• Maintain all vendor/contractor records including contracts, work completed, warranties, and instructions

• Research property issues and needs for best solutions/contractors

• Oversee all vendors and their work, ensure the work is completed as expected

• Ensure that building, grounds, systems, and equipment are in good working order. Arrange for routine  maintenance and repairs; hiring, scheduling, and supervising contractors; snow and ice removal. 

• Ensure appropriate set-up of furniture and equipment for UUCB programs and rentals.

• Manage facilities rentals in accordance with church policies to include: responding to rental inquiries  and meeting with prospective renters; negotiating the terms and fees for use of buildings, grounds, and  equipment; preparing rental agreements; tracking rental payments, security deposits, and key deposits;  and processing damage deposit refunds. 

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