Office Manager Position

Wanted: Office Manager, Unitarian Universalist Church of Buffalo, part-time, 20 hours per week. Duties include coordinating calendar of events, data management, overseeing contractual agreements, supervision of custodial staff, responding to administrative needs of church staff and volunteers, and producing weekly Orders of Service and newsletters.

Experience in office management with churches, social service agencies, not-for-profits, or similar organizations is desired; associates degree preferred. Must be proficient in Windows based computer systems and Microsoft Office.

Pay: $18.27/hour Starting date mid-May.
Please send a cover letter, resume and references via email by April 22 to Rev. Joan Montagnes, minister@buffalouu.org

The Unitarian Universalist Church of Buffalo
Office Manager Position Description Details

Reports to: Minister
Start Date: mid-May
Supervises: Gatekeeper
Status: Half-Time
FLSA: Non-Exempt

Job Summary:
The Office Manager will coordinate maintenance and use of the church building and manage church communications.

Essential Functions:

  • Coordinates calendar of events, including times, location, set-up, and custodial assistance.
  • Oversees security and integrity of the facility.
  • Oversees all contractual agreements.
  • Maintains adequate office supplies, custodial supplies, and equipment.
  • Directs routine repair and maintenance of church facility.
  • Produces and distributes Orders of Service and newsletters.
  • Manages an information technology platform that supports the operational and data needs of the church.
  • Maintains membership data base.

Other Responsibilities

  • Attends weekly staff meeting.
  • Responsibilities occasionally may require an adjusted work schedule.

Minimum Qualifications:

  • Experience in office management with churches, social service agencies, not-for-profits, or similar organizations preferred.
  • Proficiency with Windows-based computers and Microsoft Office.
  • Ability to manage email communications and mailing lists.
  • Associates or bachelor’s degree preferred.

Core Competencies:

  • Mission Ownership: Demonstrates understanding and full support of the mission, vision, values and beliefs of the congregation; can demonstrate those values to others; consistently behaves in a manner congruent with the mission, vision, values and beliefs.
  • Integrity and Trust: Is seen as trustworthy by others; practices direct, honest and transparent communication; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.
  • Interpersonal Skills: Establishes good working relationships with all others who are relevant for the completion of work; works well with people at all levels of the congregation; builds appropriate rapport; considers the impact of their actions on others; uses diplomacy and tact; is approachable; avoids communication triangles; promotes group skills ahead of personal agendas. Comfortable in a welcoming congregation in an urban setting.
  • Priority Setting: Spends their time and directs the time of others to what is important; quickly focuses on critical issues and ignores or minimizes distractions; senses what will help or hinder accomplishing a goal; eliminates roadblocks.
  • Organizational Knowledge: Knowledgeable about how congregational communication, decision making and leadership work; knows how to get things done through formal and informal decision-making channels; can maneuver through charged political situations effectively and quietly; anticipates organizational barriers and plans their approach accordingly.
  • Self-Differentiation: Demonstrates strong and appropriate personal boundaries in relationships; has a healthy appreciation of self, without being egotistical; is emotionally mature; can maintain a non-anxious presence during turmoil; not overly dependent upon outside affirmation; works to build a strong personal support system outside the congregation.
  • Motivating Others: Creates a climate in which people want to do their best; can motivate employees, volunteers and members; empowers others; invites shared input and decision making; makes each individual feel that their work is important.
  • Supervising Work: Clearly and comfortably delegates both routine and important tasks and decisions to paid and volunteer staff; appropriately shares authority and responsibility; trusts people to perform their own work; creates accountability; sets clear objectives and measures of performance, monitors process, progress and results; builds feedback loops into the work; proactively and appropriately deals with substandard performance; engages disciplinary processes in a timely manner.
  • 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.
  • Technical Expertise: Acquires and demonstrates the technical skills required to proficiently execute the essential functions of the job; understands which skills are lacking and seeks to develop those skills; continually works toward the mastery of technical proficiency

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