UUFN is Hiring

Office Assistant:

Job Summary:
The Office Administrator serves as receptionist and office assistant for the Unitarian Universalist Fellowship of Newark. This position is responsible for a variety of operations and administration of Fellowship programs for the general Fellowship and specifically for the UUFN staff, and visiting ministers and lay leaders during the transition period.

Qualifications:

 Self-starter with a positive attitude

 Office experience

 Able to organize and prioritize use of time. Is an excellent worker with the ability to bring asks to completion under time constraints and in an environment where there may be multiple interruptions

 Good verbal and written skills

 Professional in appearance and manner when dealing with members or the public in person, via email, or on the phone

 Experience and comfort in learning and using common technology and equipment (e.g. computer, copier, multi-line phone) to perform responsibilities

 Intermediate level knowledge and skill in using Microsoft Office, LibreOffice or other office suite products, including word processor, spreadsheet and database programs

 Ability to understand and use database programs to enter data, look up information and generate reports

 Has good critical thinking and creative problem solving skills. Can work independently but is comfortable asking for direction when needed

 Able to identify with a liberal church of diverse theologies, its congregation and clientele

 

Key Responsibilities:

Basic Office/Management Responsibilities (35% time, about 5.25 hrs.)

 Provides administrative support for UUFN Professional Staff and visiting ministers and guest speakers as needed

 Answers and responds to or refers telephone and e-mail communications

 Distributes mail and prepares outgoing mail (including checks written by the accountant and signed by the Treasurer)

 Maintains equipment and supplies inventory; orders office supplies as needed; orders equipment repair as needed

 Maintains general office organization and file maintenance, keeping the office in good order

 Ensures computer files are backed up

 Ensures a volunteer is in place when taking scheduled time off, as approved by the Staff Resource Support Team

 Trains and supervises volunteers on appropriate delegation of Office Administration duties

Program Related Activities (45% time, about 6.75 hours)

 Compiles the weekly Order of Service, including announcements

 Assists in preparation of mailing materials and or email distributions for major congregations events, including but not limited to congregational meetings, annual pledge drive, major fundraising efforts and others as identified by the minister and Board of Directors

 Works with Membership Committee to maintain current and accurate information in the membership database

 Maintains records related to regional and national levels of the Unitarian Universalist Association, including membership certification and directory information

 Supports the Program Coordinator to keep the official church calendar up to date with congregational and rental usage.

 Works with committees to manage congregational use of two hallway bulletin boards.

 Distributes monthly newsletter

 Supports the Board in preparing the Annual Report

 Oversees the distribution of all campus keys, internally and externally (members and renters)

 Provides support to committee chairs during key events such as pledge drive and auction

 Other duties as assigned

Facility Related Activities (20% time, about 3 hrs)

 Responsible for all functions related to facilities rental. This includes explaining the rental policy, showing facilities, scheduling events and collecting rental fees.

 Coordinates with Property Committee on scheduling facilities appointments (servicing, inspections, repairs)

 

For more information please download this PDF:

UUFN Office Assistant Position Description