Careers at First Church

10/21/25

Director of Administration Job Opening

JOB DESCRIPTION       Printer Friendly Version Here

REPORTS TO:  Senior Minister
STATUS:  Full time, Exempt
EFFECTIVE:  v. 10/7/25
SUPERVISES:  Office Manager, Facilities Manager
STARTING SALARY RANGE:  $70,000 – $80,000
BENEFITS:  Healthcare benefits begin day 1 of employment with 80% of premium covered; retirement plan eligibility after year 1 with employer contribution of 10% of annual salary

JOB SUMMARY:  As a member of the Staff Executive Team, you are responsible for overall management of the administrative functions of the church in support of its mission and ends; you are key to operationalizing the church’s vision and strategic direction.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Financial Management (35%):
• Oversee control of resources approved in the annual budget.
•Manage regular and routine financial operations, as well as the payroll system.
•Manage production and accuracy of regular financial reports.
•Lead the volunteer Finance Team and collaborate with the Board Treasurer.
•Oversee third party bookkeeper (Giersch Group) in the execution of their duties.
•Lead development of annual church budget in collaboration with Finance Team and Senior Minister.
•Maintain accounting policies, procedures, and records in compliance w/financial controls & procedures.
•Protect the church’s assets, including managing appropriate insurances.

Organizational Administration (25%):
•Operationalize a strategic vision for management of administrative systems, building cohesion among finance, customer relations management, HR, and IT systems.
•Develop and maintain processes and policies for effective operation of the church.
•Hire, supervise and evaluate administrative staff.
•Oversee the operation of the administrative office.
•Oversee church communications and publications.

Human Resources (20%):
•Administer personnel policies and benefits programs including all insurance programs.
•Maintain accurate personnel records, including PTO tracking.
•Manage new employee onboarding and documentation processes.
•Provide data and context for annual salary recommendations to the Senior Minister.
•Cultivate an engaged staff team by demonstrating inclusive and welcoming leadership, building collaborative and cohesive practices, and supporting a shared vision amongst staff.

Facilities Management (20%):
•Hire, supervise and evaluate the Facilities Manager.
•Oversee stewardship & use of church property according to policy, incl maintenance planning & implementation.
•Oversee user-friendliness and welcoming aesthetics of the facilities.
•Oversee capital renovations and improvement needs, plans, and implementation.
•Support facilities use in absence of Facilities Manager.
•Participate in meetings with the Buildings and Grounds Committee.

Employee may be required to perform other related duties as assigned.

QUALIFICATIONS:
•A degree in finance, accounting, business, or a related field is recommended; relevant experience or certifications (CNAP or similar) will be considered.
•You have a minimum of 10 years of experience in non-profit administration, with at least 3 years of experience managing others.
•Your experience includes leading financial management functions, human resources operations and benefits, facilities management, and use of administrative technologies, including financial and CRM systems.
•You have experience operationalizing organizational objectives, including new ideas that maximize efficiency and improve outcomes.
•Affinity for or alignment with Unitarian Universalist values.

CORE COMPETENCIES:
•Process Management: Skilled at determining the processes necessary to successfully implement and achieve objectives ; knows how to facilitate people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration; can simplify complex processes and create policy for repetitive processes.
•Project Management: Identifies the key objectives and scope of a proposed project; garners needed resources and project support; develops a realistic and thorough plan for achieving key objectives; keeps team members briefed on progress; implements action plans; communicates progress to sponsors; identifies and resolves barriers and problems.
•Priority Setting: Spends their time and directs the time of others to what is important; quickly zones in on the critical issue and ignores or minimizes distractions; can sense what will help or hinder accomplishing a goal; eliminates roadblocks; demonstrates focus.
•Supervising Work: Is good at establishing clear expectations and setting clear direction; sets stretching objectives; distributes workload appropriately; provides regular and ongoing feedback about performance; proactively deals with substandard performance; engages disciplinary processes in a timely manner.
•Delegation: Clearly and comfortably delegates both routine and important tasks and decisions; appropriately shares authority and responsibility; creates accountability; sets clear objectives and measures, monitors process, progress and results; builds feedback loops into the work; trusts people to perform their own work.
•Attention to Detail: Consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.
•Organizational Knowledge: Knowledge about how congregational communication, decision making and leadership works; knows how to get things done through formal and informal decision-making channels; can maneuver through charged political situations effectively and quietly; anticipates where organizational barriers are and plans their approach accordingly.
•Hiring and Staffing: Identifies new talent; attracts and hires the best people to meet the needs of the church and fit the organizational culture; clearly defines the essential functions and core competencies of a role before hiring; does not discriminate in hiring practices; seeks to strengthen the team through the addition of diversity.

PHYSICAL REQUIREMENTS:
•Ability to remain in a stationary position (sitting or standing) for extended periods, with opportunities to change positions.
•Ability to operate a computer & other standard office equipment (keyboard, mouse, phone, copier, etc.).
•Ability to communicate effectively in person, over the phone, and through written communication.
•Ability to access and exchange information using a computer system and paper files.
•Ability to move about the office environment (with or without mobility aids).
•Occasionally lift or move items up to a modest weight.

STANDARD SCHEDULE:
•General work schedule is Monday through Friday, 9am to 5pm, with occasional evening or weekend responsibilities.
•Support for Christmas Eve services, our largest workday of the year, is required.
•This position may have up to 20% flexibility to work remotely on a weekly basis.