Administrative Assistant for Congregational Care

First Presbyterian Church of Nashville

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Job Summary

This position provides administrative support to the Associate Pastor for Congregational Care and other caregiving ministries.  Essential for this position is the desire to support, care, and offer encouragement for members and visitors facing life’s challenges, and the ability to graciously minister to those they come in contact with.

Job Responsibilities

Administrative Support

• Provide administrative support for the Pastor of Congregational Care by running reports, handling correspondence, scheduling meetings, preparing PowerPoints, and other related duties.
• Provide administrative support for the Congregational Care Committee, the Bereavement Committees, the Wedding Team, and Stephen Ministers.

Funerals

• Coordinate funeral services, visitations, and interments held at the Church.
• Be present during funerals/visitations to manage details and assist committee members to ensure all aspects of funerals and visitations go smoothly.
• Distribute death/funeral notices to staff and church members.
• Reserve spaces and request services using the facility event schedule (eSpace).
• Prepare and print the service bulletin.
• Communicate to the Hospitality Coordinator service details and flower delivery instructions.
• Assist families, as needed, with procuring a niche in the church columbarium.

Weddings

• Be the initial point of contact for couples requesting wedding services.
• Maintain the Wedding Schedule, distribute wedding requests to pastoral staff for approval, and communicate with the wedding couple to confirm and mail the wedding policy.
• Reserve spaces and request services using the facility event schedule (eSpace).
• Submit wedding participant payroll requests and wedding payments.
• Assist Wedding Coordinator with administrative needs.

Older Adults / Homebound

• Maintain Older Adult Prayer Ministry recipient list; mail monthly prayer list and letter.
• At-Home Members – Maintain a list of all At-Home members and Partners list.  Coordinate Christmas and Easter flower deliveries (order plants, secure volunteers, mail letters, arrange for pickup and delivery).  Gather information from Home Partners regarding pastoral care needs for reports for pastoral staff.
• Barnabus Ministry – Maintain a list of older adults or adults with significant health issues who would appreciate calls from the church, and coordinate Deacons and other volunteers to make the calls.  Gather information from Deacons and other volunteers for reports for pastoral staff.
• Homebound Ministry – Mail worship recordings, bulletins, and other documents, as requested.

Congregational Care

• Communicate hospital reports to pastors.
• Communicate prayer concerns, births, deaths, and other congregational care announcements through emailed publications.
• Provide support for care ministries (Monday Flower Ministry, Manna Freezer, Meal Train Ministry, Handyman Ministry, Grief Support, DivorceCare, Stephen Ministry) meetings by promoting, ordering resources, scheduling facility use, and preparing classroom resources.
• Maintain death anniversary spreadsheet and provide monthly updates to the Pastor of Congregational Care.
• Maintain inventory of Grief Booklets and mailing schedule to select bereaved.
• Coordinate with the Communications Ministry to regularly promote care and service opportunities on the church website, bulletin, and other communications.

Diaconate

• Under the direction of the Pastor for Christian Formation & Witness, provide administrative support to the Diaconate: reserving spaces, requesting services, providing agendas, nametags, etc.

Qualifications

Education/Experience

• College degree, or equivalent work experience in lieu of a degree.
• Minimum of two years experience working in an administrative assistant or related role.

Knowledge/Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook).
• Ability to quickly learn and use the church database (Ministry Platform), the facilities reservation system (eSpace), and new software programs.
• Ability to listen, to relate to people of all ages, to create a welcoming environment, and to maintain a calm, patient demeanor at all times, including when others are grieving or stressed.
• Excellent organizational skills with attention to detail and accuracy, and the ability to work independently, multi-task, prioritize, and manage time effectively.
• Proactive learning attitude and willingness to take initiative in anticipating the needs of the Pastor.
• Exhibits professionalism and clarity in verbal and written communications.
• Adaptable and flexible and able to deal with unexpected events.
• Ability to handle sensitive information with the highest degree of integrity and confidentiality.
• An active, growing relationship with Jesus Christ, functional knowledge of scripture, familiarity with the Reformed tradition, and an ability to integrate the Christian faith into day-to-day work in a way that brings about a comfortable advancement of the Gospel in relationship with colleagues and others, is required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time.

Additional Information

Benefits

How to Apply

Apply Here

Details

• Date Posted: September 19, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Religious
• Start Date: 10/09/2023
• Salary Range: $20 - $25 / hr
• Working Hours: 40 hr/wk 8:30 - 4:30pm, some nights and weekends as needed