Administrative Coordinator - PAG Department

OVERVIEW
The full-time Production Arts and Gatherings Administrative Coordinator is responsible for providing administrative and clerical support for the Production Arts and Gatherings department. S/he will play a vital role in ensuring smooth day-to-day operations of the Communications, Worship, Technical Arts and Guest Services Ministries at Grace through administrative support, coordination, and communication with department staff and volunteers.
CHARACTER
S/he is a self-aware, spiritually mature disciple as embodied by our five marks: spiritually deep, gospel fluent, emotionally mature, culturally intelligent, and missionally engaged. S/he is a humble servant whose gentleness, compassion, and courage remind others of Jesus. S/he lives a multi-ethnic life, demonstrated through friendships and a willingness to welcome cross-cultural experiences and learning as a way to know and love God deeper.
ABOUT YOU
You excel at balancing detail-oriented tasks with building strong relationships. Highly motivated and organized, you have an exceptional eye for detail while also valuing and engaging with people. Your problem-solving skills, foresight, and resourcefulness are evident in everything you do. Your wisdom, compassion, and kindness shine through in your interactions, making you a valuable collaborator. You understand the importance of maintaining a positive attitude and ensuring smooth operations. You delight in details and project management to make events and processes both less stressful and more successful. You anticipate what needs to be done and take the initiative. You are strengthened by teamwork, both a patient listener, and strong communicator. You are a passionate ministry partner, caring deeply about what your teammates want to achieve.
While you could work anywhere, using your gifts for God’s Kingdom gives you the most joy and fulfillment and seeing the Gospel message advanced and lived out in people’s lives is of utmost importance to you.
ESSENTIAL FUNCTIONS
Provide administrative support to the department staff, coordinating events and meetings, handling information requests, correspondence, and monitoring administrative projects
Assist in coordinating and organizing meetings and special events with staff, ministry leaders, and serving teams including room reservations, calendars, AV requests, meals, etc.
Communicating service plan details with staff and serving team members involved in our gatherings and special events
Managing expense receipt submissions
Assist with scheduling of volunteer teams
Manage volunteer serving profiles, pathways, onboarding processes, and serving team rosters
Assist in managing licenses, subscriptions, and reporting, (ex. CCLI, Planning Center, etc.)
Compile Web and Social Media reports
Coordinate offsite printing needs, communicating with vendors
Support weekly in-house printing/cutting needs
Create documents, slides, templates, and other visual materials that adhere to our church’s brand standards
Pulling archived photos/video/content as needed
Coordinating with guest speakers to acquire manuscript, sermon questions, W-9, and honorarium
COMPETENCIES
2+ years’ experience in administrative and support roles, preferably within a church setting
Basic graphic design skills and proficient with Canva
Excellent ability to manage and pay attention to details
Excellent written and oral communication skills
Strong organizational and time management skills, prioritizing to-do items for maximum effectiveness.
Action-oriented, displaying focus, passion, and initiative. Able to anticipate needs and create systems to meet them.
Interpersonal skills: Relates well to all kinds of people by listening and negotiating, builds effective relationships and teams, collaborative.
Proficiency with Realm, Planning Center Online and ProPresenter are a plus.
Highly proficient with technology, including Microsoft Office applications (Excel, Word, etc.)
Alignment with Grace Community Church’s theological convictions and philosophy of ministry, including, but not limited to Gospel-centered and Emotionally Healthy Discipleship; convictions around God’s vision for ethnic unity.
SCHEDULE
On-site, 40 hours a week
1x Per Week – Meet with Production Arts and Gatherings Director
1x Per Week – Attend the weekly All Staff Meetings on Tuesday mornings
1x Per Week – Attend the weekly All Staff Prayer Pause
1x Per Month –Department Meeting
1x Per Month – Admin Meeting
1x Per Year – Participate in the All-Staff Retreat
Christmas Eve + Easter Sunday Gatherings
Occasional evening and weekend work to support gatherings and special events.
RELATIONSHIPS
Reports to the Production Arts and Gatherings Director
Works Closely with the Worship & Creative, Technical, and Communications Directors and Guest Services Coordinator
BENEFITS
Family Health/Dental Vision Insurance
2 Weeks Annual Leave
2 Weeks Sick/Safe Leave
4 Weeks Paid Maternity/Paternity Leave
10 Holidays
403(b) Plan with Employer Contrib

Employment type
Regular Full-Time

Work arrangement
No