Administrative Assistant (Interim)

About the Role:

Our small and evolving church in Vancouver is seeking a dynamic and adaptable individual to fill an interim part-time Administrative Assistant role. This is a unique opportunity to provide essential administrative and operational support to our minister and church leaders during a period of transition and growth. As we embark on a fresh mission towards a new vision, we require a flexible and capable individual to assist in various administrative tasks, ensuring the smooth operation of our ministry. This is an interim position, initially for six months, that is likely to evolve during that time and with the potential for extension as we refine our support needs.

Key Responsibilities (remote, onsite or hybrid according to preference):

Worship Support:

• Compile and prepare orders of service (agendas for worship services) based on information provided by the minister and other leaders.
• Compile PowerPoint presentations with lyrics, scripture readings, sermon visuals, and other relevant content, using church templates.
• Collaborate with the minister and leaders to format creative materials, including slides, handouts, and other resources.
• Coordinate and communicate volunteer rosters, confirming participation and coordinating scheduling.

Administrative and Operational Support:

• Monitor and manage church email, telephone, and voicemail communications, as well as website inquiries.
• Prepare and distribute weekly newsletters using provided templates and content.
• Manage a booking system for the use of building facilities and assets, including receiving requests, obtaining approvals, communicating with users, and maintaining and publishing a calendar.
• Coordinate online meetings using Zoom or other online meeting services.
• Maintain the church directory and mass email lists, respecting confidentiality.
• Maintain and update databases, including key holder lists, copyright reporting, music usage tracking, volunteer qualifications and requirements, etc.

Optional Additional On-Site Responsibilities:

• In addition to the responsibilities listed above, the job would include additional onsite responsibilities for an applicant who wishes to take on the additional responsibilities.
• Print, copy, prepare and compile materials for use in worship, weekly on a routine basis and as directed by leaders.
• Support church leaders in preparing for programs, events and other activities, including developing materials, typing, printing, copying, preparing and compiling materials.
• Monitor and maintain building systems (photocopier, pew supplies, etc.).
• Support site visits by tradespeople and other users of the building.
• Track, receive requests and order necessary supplies (washroom supplies, light bulbs, kitchen supplies, etc.).

Requirements:

• Demonstrated understanding and respect for the values and principles of a Christian faith community and ability to work sensitively and respectfully within a faith-based environment.
• Demonstrated competence and comfort creating content, working with, learning and managing workflows using:
  • Standard office software to a moderate level including Microsoft PowerPoint, Word and Excel.
  • Online services, applications, databases, forms, etc.
  • Cloud storage (examples include Microsoft OneDrive, Datto Workplace, Google Drive, Dropbox, etc) and collaboration services (examples include Zoom, Teams, etc).
  • Other typical computerized applications.
• Flexibility to coordinate with the minister and others, including potential evening or Saturday communication for service preparation.
• Demonstrated competence working effectively in a team and adapting to a dynamic environment.
• Demonstrated creativity in developing visually appealing materials, particularly in PowerPoint and print.
• Excellent interpersonal relations and communication skills.
• Demonstrated commitment to maintaining confidentiality.
• Strong organizational and time management skills.
• Ability to work onsite at the church as needed, or to work remotely. Please indicate your ability and willingness for remote, onsite or hybrid work in your application.
• If selecting the remote or hybrid work option: a reliable high-speed internet connection.

Terms:

• The position is temporary with a duration of six months, and may be extended, with notice.
• The remote option is for six hours weekly. The onsite or hybrid options are for eight hours weekly. The hours may be reviewed with the potential to be increased during the term.
• Scheduling is flexible with some designated hours to be decided mutually and potential limited weekend hours.

Future Employment:

As the church undergoes its transition, the scope and requirements of support roles will be evaluated. Candidates who excel in this interim position will be considered for the revised, permanent role when it is established.

To Apply:

Please submit your application to fairviewchurchjobs@gmail.com including:

• Your resume and a cover letter outlining your relevant experience, availability and preferences for remote, hybrid or onsite work.
• An example of relevant work product you have created using each of PowerPoint and Word.
• If you select remote or hybrid work, please indicate if you have a computer system and smartphone suitable for the tasks or would require access to a computer provided by Fairview Church.