Congregation Office Administrator
7 days ago
Durham
Job Description Position Description for Office Administrator Congregation at Duke University Chapel September 10, 2025 POSITION RESPONSIBILITIES: The Office Administrator performs clerical and administrative duties supporting the needs of the Congregation, the staff, and leadership in fulfilling the Congregation’s mission and embodying its inclusion statement. Mission Statement Believing that God reaches out to us with love and forgiveness, We seek to grow together in faith through worship, study, service, and, our life together To the end that we embody Christ’s compassion and holiness Statement of Nondiscrimination and Inclusion The Congregation at Duke University Chapel joyfully welcomes all persons regardless of age, race, class, origin, sexual orientation, gender identity, or any other distinction and invites membership and participation in all of its ministries. RELATIONSHIP TO THE CHURCH: The Office Administrator is a part-time (20-hour/week) employee of the Congregation at Duke University Chapel, an independent 501 (c)3. The Office Administrator is not a Duke University employee. ACCOUNTABILITY: The Office Administrator is accountable to the Senior Pastor/Head of Staff and cooperates with the entire staff and leadership of the Congregation to support and nurture the Congregation's spiritual life and fulfill its mission effectively and efficiently. The Staff-Parish Relations Committee provides a forum for the annual evaluation of employees’ work. SPECIFIC DUTIES: The Office Administrator supports and manages day-to-day financial, stewardship, general office, and organizational functions. This person works cooperatively with all staff members and lay leaders. • General 1. Develop, implement, coordinate, and evaluate office and support functions in conjunction with the Administrative Committee, Stewardship and Finance Committee, Council members, and pastors., 2. Maintain open communication with the staff and the Congregation., 3. Strive to exhibit good character and conduct in all relationships., 4. Practice the appropriate keeping of confidences and maintain the integrity of confidential data., 5. Maintain and uphold clear policies to prevent sexual misconduct., 6. Attend meetings of Congregation staff, Council, and other committees or groups as appropriate., 7. Help prepare for, execute, and evaluate the Annual Meeting, Council retreat, and similar meetings. For example, the Annual Meeting is on the first or second Sunday of June after worship. It includes a lunch followed by a business meeting. The Office Administrator secures the spaces, orders the lunch, greets attendees and hands out nametags, works with A/V people as needed, helps pick up afterward, etc., 8. The person holding the position will work in the Congregation’s office, remotely, or at local event sites as needed. A. Communications 1. Work closely with the Communications Assistant to support communications efforts., 2. Answer questions, screen inquiries, and direct calls/visitors as needed., 3. Sort and distribute mail and documents, both paper and electronic, to the appropriate staff., 4. Organize and oversee large mailings., 5. Order office supplies and ensure maintenance of office equipment in proper repair., 6. Maintain a clear, efficient organization system for paper and electronic office files, which are kept for archival purposes and are regularly used by all staff., 7. Request and provide transfer of membership letters as needed., 8. Prepare and send thank you letters for gifts in memory or in honor of Congregation members, thank you cards for pledges, and other communications to members or member families as appropriate., 9. Comfortable working with staff and members who have advanced degrees in a wide range of fields and may hold or be retired from positions in academia, large corporations, and other positions of influence. B. Record Creation and Keeping Maintain accurate and confidential records for the Congregation. 1. Maintain accurate information on members and non-members in the Congregation database, such as addresses, phone numbers, donations, and household members., 2. Enter new members’ information into the database, update as necessary, and archive members who have transferred, withdrawn, or passed away., 3. Run reports as requested. Keep related spreadsheets as requested. For example, provide a monthly list of member birthdays to the Calling Committee., 4. Maintain a record of members’ skills and interests and supply that information to committees as needed., 5. Publish a membership directory regularly., 6. Facilitate a membership status review annually; work with the Senior Pastor and staff and seek Council input to identify members who should be withdrawn/inactive; send inquiries regarding status to inactive members and update the database accordingly., 7. Work with the Administration Committee to evaluate the Congregation's software and ensure that insurance policy reporting requirements are met., 8. Attend the Administration Committee meetings as requested. C. Financial Transactions Provide support and coordination for the Congregational budget and financial activities. 1. Prepare financial deposits, ensuring that the deposit is made promptly and that the giving is captured accurately and timely in the Congregation database., 2. Review online giving periodically to ensure accurate member and fund code assignments., 3. Prepare and email/mail annual contribution statements and provide interim statements upon request., 4. Receive all Congregation invoices and reimbursement requests, verify receipt of product or service, apply the appropriate budget code, and then submit for payment., 5. Review and reconcile monthly credit card statements; submit receipts and apply appropriate budget codes; obtain and retain necessary approvals; and ensure timely payment of credit card balances., 6. Review and assign budget code for monthly Duke Agency Fund reporting and submit to bookkeeping service; work with Duke Chapel staff associate to ensure cross-entity activity is recorded correctly and any issues are resolved., 7. Maintain employee/contractor data in the Congregation’s payroll system and run monthly payroll processes, 8. Work with the bookkeeping service to ensure they have the information needed and distribute monthly reports as appropriate., 9. Attend the Stewardship and Finance Committee meetings., 10. Work with the Treasurer, Stewardship and Finance Committee, and the auditor to ensure accurate and timely audit reports., 11. Maintain strict accuracy and confidentiality in all financial matters. D. General Duties 1. Support search/hiring efforts and oversee onboarding activities, 2. Recruit, train, support, and thank volunteers who assist with financial, stewardship, and office duties., 3. Answer questions from congregants or committees regarding donations or expenses., 4. Reserve meeting space and manage virtual invitations for the Congregation committee meetings as needed., 5. Participate in professional training. Qualifications and Skill Set 1. Bachelor’s degree or equivalent relevant experience., 2. Capacity and desire to serve in an interdenominational setting in which the Apostles’ Creed is the statement of faith., 3. Self-starter with excellent administrative and organizational skills and the ability to manage details, meet deadlines, and work in an atmosphere with minimal direct supervision on a day-to-day basis., 4. Ability to work with a PC-based environment, including proficiency with word processing, database, spreadsheet, and presentation software., 5. Strong communication skills and an engaging personality. Ability to recruit, motivate, lead, encourage, and thank staff and congregants, and communicate the vision for ministry at the Congregation at Duke University Chapel., 6. Team player: the ability to work cooperatively, flexibly, fruitfully, and creatively with others. Ability to offer leadership in meetings., 7. Willingness to respect and affirm all people, regardless of race, gender, age, background, sexual orientation, or other identity characteristics., 8. Minimum physical requirements: a. Ability to use a computer for communications, writing projects, and meetings. b. Ability to independently navigate Duke University Chapel, including areas only accessible via stairs and narrow halls. c. The ability to effectively work extended and varying hours as needed, including evenings and weekends, when special events are held. d. Ability to communicate effectively with various individuals, including in person, via telephone, email, and text, and by Zoom.