Administrative Assistant

Hours: 20 per week (on-site, M-Th)
Reports to: Senior Pastor
Status: Part-Time, non-exempt
Compensation: Commensurate with experience and church budget
Reporting Relationship: Coordinates office volunteer team

Position Purpose
The Administrative Assistant provides vital organizational and clerical support to the pastor, staff, and congregation of FUMC The Colony. This person ensures that the church office functions smoothly and systems stay organized. He or she will work closely with the Communications Director to ensure information flows effectively between ministries, members, and the community, and coordinate with office volunteers who assist with various clerical roles.

Key Responsibilities
Pastoral & Staff Support
• Manage the Senior Pastor’s calendar, appointments, and weekly schedule
• Track prayer concerns, pastoral care updates, and membership changes through Realm
• Support staff with scheduling, meeting prep, and administrative needs
• Exercise confidentiality and discernment in handling sensitive information

Office Management
• Serve as the first point of contact in the church office: greet visitors, answer phones, and direct inquiries
• Maintain organized office files (both physical and digital)
• Keep supplies ordered and equipment functioning
• Ensure the office building remains a cleaned, organized, hospitable environment
• Coordinate with vendors (janitorial, maintenance, exterminator, etc.) and schedule service calls as needed
• Maintain building inspection and certification records

Church Administration
• Maintain and Manage the church database (Realm) and membership records: users, permissions, congregational app. services, etc.
• Manage room reservations and the facility calendar for internal and external groups
• Oversee key and security logs
• Track recurring office and worship expenses, working within approved budgets • Support recordkeeping for church committees and Charge Conference documentation

Communication & Collaboration

 • Work in tandem with the Communications Director to share upcoming events, worship information, and ministry updates
• Ensure that all events and room reservations are entered correctly into the master calendar
• Communicate weekly updates to staff and ministry leaders
• Work in tandem with the Communications Director to finalize and print bullets for worship and events