Worship & Arts Administrative Assistant


9/12/2018

Contact: Jennie Stockard

Organization: Brentwood United Methodist Church

Address 1: 309 Franklin Rd

City: Brentwood

State: TN 37027

Phone: 6153733663

Email: hr@bumc.net

Website: https://www.bumc.net/brentwood/about/employment/


Worship & Arts Administrative Assistant
OPEN
 
 
Position Type:     Non-Exempt
Category:            Regular, Full-time position
Classification:      Category G
Reports to:          Worship & Arts Administrative Director
 
Ministry Summary/Objective:  The administrative team provides support to all Worship & Arts programs and events.  The administrative director delegates projects and assignments based on the changing needs of the department.
 
Essential Functions
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
DEPARTMENTAL DUTIES:

  • Assist with service/event coordination as delegated by the administrative director
  • Purchase, catalog, and maintain sheet music department library
  • Prepare materials for rehearsals
  • Support special services and events to include, but not limited to, Holy Week, Easter, Christmas Eve, fundraising events and other concerts
  • Support children and youth choir tour planning teams
  • Maintain the organization and cleanliness of chancel area, choir practice room, and robing room
  • Assist with Wednesday evening setup, attendance, nametags, etc. remaining available for administrative duties through the rehearsals
  • Attend Sunday morning services as needed for coordination of volunteers and clergy
  • Attend BUMC staff and other department meetings
 
ADMINISTRATIVE DUTIES:
  • Provide administrative support to assigned areas to include, but not limited to:
    • Timely and accurate communication of assigned events and services
    • Coordinate scheduling of rooms and other facility related needs
    • Assist in preparation of weekly bulletin
    • Receive and respond to departmental calls and emails
    • Prepare and send mailings and bulk emails as requested
  • Assist in managing participant registrations, records & forms, financial information, etc. for assigned events, retreats, and choir tours
  • Assist in processing of purchase orders and maintenance of financial records
  • Back up Reception Desk as requested
 
WEB-PAGE & DATABASE DUTIES:
  • Timely and accurate data entry, management and up-keep of database information for assigned projects
  • Run Arena reports and prepare presentations of data as assigned
  • Post content provided by directors to webpages and social media sites
 
 

 
Competencies
  • High level of competency in Word, Excel, Outlook, and PowerPoint and ability to learn other computer programs quickly and use them proficiently (e.g. Arena church management system, eSpace for event scheduling)
  • Understanding of basic finance and budgeting processes
  • Competency in web-based technology
  • Effective written and verbal communication skills
  • Excellent organizational skills with a strong attention to detail and accuracy and the ability to work independently, multi-task, prioritize, and manage time
  • Adaptable and flexible in a changing work environment while approaching tasks with a positive attitude
  • Ability to handle sensitive information with the highest degree of integrity and confidentiality
  • Self-starter who takes initiative and anticipates needs of the department
  • Enjoys a team environment and is service-oriented
 
Education and Experience Requirements
  • Two (2) to three (3) years of administrative office experience
  • Associate’s degree preferred
 
Supervisory Responsibility
This position does not have supervisory responsibility.
 
Work Environment
This job operates in a professional office environment that involves everyday risks or discomforts requiring normal safety precautions.  This position routinely uses standard office equipment.
 
Physical Demands
While performing the duties of this job, the employee will be in an office environment.  Position is mostly sedentary and is required to talk, hear, stand, walk, and sit.  Employee must be able to stand for long periods of time while coordinating worship services and other special events. Employee must occasionally lift or move office supplies or other items up to 25 pounds.
 
Expected Hours of Work
Days and hours of work are Monday – Friday, 40hours per week.  Occasional evening, weekend, and Sunday morning work required for special worship services.
 
Travel
Travel is primarily local during the business day, although some out-of-the area and overnight travel may be expected.
 
 
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities
that are required of the employee for this job. Duties, responsibilities and activities may change
at any time with or without notice.
 

 
Worship & Arts Assigned Areas
as of April 2018
 
 
KELLI HUSTON
W & A Administrative Director
OPEN
W & A Administrative Assistant
AREA ROLE AREA ROLE
Worship Service Planning
  • Blue Sheets
  • Leader Sheets
  • Timing Sheets
  • Baptisms
  • Liturgist Assignments
  • Clergy Communication
 
Point Person Worship Service Planning Assist as requested
Sunday Morning Services
(7a – 10:30a)
Point Person for 8:15a, 9:45a, & 11:05a
 
Sunday Morning Services
(10a – 12:30p)
Point Person for 11:05a
(8:15a & 9:45a as needed)
Special Services
  • Advent Concert
  • Festival of Carols
  • Christmas Eve
  • Maundy Thursday
  • Good Friday
  • Easter
 
Point Person
 
Special Services
  • Advent Concert
  • Festival of Carols
  • Christmas Eve
  • Maundy Thursday
  • Good Friday
  • Easter
 
Assist as requested
Administrative Tasks
  • Purchase orders
  • Communication Requests
  • Worship Schedules
  • Finalize bulletin
 
Point Person Administrative Tasks
  • Room Scheduling
  • Bulletin Creation
  • Database entry
Admin Contact
Hanging of the Greens
Easter Lilies/Poinsettias
Point Person Hanging of the Greens
Easter Lilies/Poinsettias
Assist as requested
Music Library
 
 
 
Chancel Area/Choir Room
Backup as needed
 
 
 
Backup as needed
Music Library
  • Order & process music
  • General upkeep
 
Chancel Area/Choir Room
  • General upkeep
  • Upkeep of robes
 
Admin Contact
    Attendance entry and reporting
  • All Choirs
  • Orchestra
  • Handbells
Admin Contact
    Wednesday night Children’s Choirs Assist children’s director regarding setup, nametags, attendance
 

 
Proposed Work Schedule
Administrative Assistant for Worship & Arts
 
 
Monday               8:30a – 5:00p (30 min)                     8 hours
 
Tuesday               8:30a – 5:00p (30 min)                    8 hours
 
Wednesday         10:00a – 7:30p (30 min)                   8 hours
 
Thursday             8:30a – 5:00p (30 min)                     8 hours
 
Friday                   8:30a – 5:00p (30 min)                     8 hours
 
 
Sunday morning worship service support no more than routinely once per month or as needed for backup to Worship & Arts Administrative Director in their absence.