Position Type: Part-Time (25 hours/week). While our typical hours are 10 am to 3 pm, we are flexible and can accommodate alternative schedules, such as 9 am to 2 pm each day or Tuesday through Friday from 10 am to 4 pm.

Reports To: Senior Pastor

Primary Focus: Operational Implementation, Relational Engagement & Systems Stewardship

Purpose of the Role

The Administrative Coordinator serves as the operational engine of the church. This role translates the vision of the Senior Pastor, Staff, and committee leaders into actionable results. The Administrative Coordinator ensures that the church’s systems—from database integrity to office management—function with precision and reliability. As a primary point of contact, this individual represents the church to the congregation, community members, and volunteers with warmth, professionalism, and a commitment to relational ministry.

Key Areas of Responsibility

1. Executive & Committee Administrative Support

Focus: Serving the Senior Pastor, Staff, and Committee Leaders.

• Provide administrative support to the Senior Pastor, Staff, and committee leaders.

• Manage calendars and schedule meetings for staff and committee leaders.

• Facilitate meeting logistics, including setting up Zoom links for committee and staff meetings.

• Proofread all church communications and print materials as needed (e.g., weekly bulletins, reports, etc.).

• Complete special projects and administrative tasks as requested by the Senior Pastor and leadership committees.

2. Database & Member Records Management

Focus: Ensuring accurate member information.

• Maintain the integrity of the Elexio database for all non-financial member data.

• Maintain detailed, accurate profiles for membership, attendance, and baptisms; ensure duplicate profiles are merged and records are kept current.

• Note: This role does not have access to the financial side of the database.

• Generate regular reports to support staff and committee needs.

• Maintain the church calendar for activities and committee usage, ensuring facility availability.

3. Financial Logistics

Focus: Transactional support.

• Process all cash and check donations received on Sundays and manage the weekly deposit.

• Coordinate directly with the Financial Secretary as needed to ensure the accurate transfer of information.

4. Facilities, Invoices & Vendor Operations

Focus: Maintaining the physical and operational space.

• Process and organize invoices and reimbursement requests for the Finance Team.

• Serve as the point of contact for church vendors, coordinating maintenance and services as requested by the Trustees.

• Coordinate building usage with external groups in partnership with the Trustees.

5. Office Management & Administrative Continuity

Focus: Ensuring smooth daily operations.

• Maintain and order necessary office supplies.

• Ensure administrative continuity by maintaining clear, organized digital and physical records on OneDrive.

• Manage church correspondence and communications logistics.

6. Relational Presence & Volunteer Leadership

Focus: Representing the church to the congregation and community.

• Serve as the primary "face" of the church, responding to inquiries (phone, email, visitors) with a welcoming and relational spirit.

• Collaborate with and support volunteers, recognizing that every interaction is an extension of the church’s ministry.

7. Other Duties as Assigned

Desired Qualities & Qualifications

• Operational Implementation: Highly skilled at turning directives into action; you enjoy seeing tasks through from initiation to completion.

• Relational Intelligence: A warm, proactive communicator who understands that you are the face of the church and maintains high standards for hospitality and volunteer coordination.

• Digital Competency: Proficiency in church management software (e.g., Elexio), video conferencing tools (Zoom), and cloud-based file management (OneDrive).

• Attention to Detail: Accurate in data entry (membership/baptism records), diligent in managing the financial deposit process, and thorough in proofreading communications.

Accountability & Evaluation

The Administrative Coordinator reports directly to the Senior Pastor. Performance will be

assessed through regular weekly supervision meetings and an annual performance review.

Success in this role is measured by the operational efficiency of administrative systems, the

accuracy of database management, the effectiveness of support provided to staff and

committee leaders, and the quality of relational engagement with the congregation and

community. Progress and feedback will be shared with the Staff-Parish Relations Committee

(SPRC) during regularly scheduled meetings.

Position Type: Part-Time (15–20 hours/week)

Reports To: Senior Pastor

Primary Focus: Ministry Coordination, Congregational Engagement & Community Outreach

Purpose of the Role

The Coordinator for Family Ministries serves as a relational link between the church, the household, and the wider Hinsdale community. Moving away from a static, pre-determined programming model, this individual will facilitate a responsive ministry that is continually shaped by active listening. The Coordinator manages the sacred logistics of family life, ensuring that church activities directly reflect the real-world needs of our families while reducing administrative friction for our lay leaders and volunteers.

Key Areas of Responsibility

1. Relational Coordination & Listening Loops (Internal)

• Facilitate the "Listening Church" process by scheduling and hosting seasonal listening sessions with parents of young families, youth parents, and high school leaders.

• Synthesize feedback from these sessions to ensure church programming is agile and responsive to the actual pressures and milestones families are experiencing.

• Partner with the Senior Pastor to translate listening data into seasonal ministry plans.

2. Active Community Presence & Outreach (External)

• Maintain a consistent, public-facing presence in the broader community (schools, parks, community spaces) to listen to the rhythms and needs of local households to further engagement between church and community.

• Serve as an inviting bridge for new families, streamlining the communication and connection channels that bring new families into the life of the congregation.

3. Ministry Navigation & Administrative Stewardship

• Handle the "heavy lifting" of ministry logistics, including digital scheduling, clear communication channels (emails, texts, newsletters), volunteer rosters, and room bookings.

• Remove operational friction for lay mentors and youth leaders, allowing them to focus entirely on building relationships with students and children.

• Scout, curate, and source high-quality, United Methodist-aligned ministry resources and materials that match the themes uncovered in listening sessions.  

• Teach, facilitate and lead age appropriate classes and activities as needed.  

4. Other Duties as Assigned

Desired Qualities & Qualifications

• An Integrative Mindset: A self-directed leader who can manage complex schedules and information through the lens of Christian hospitality.

• Exceptional Interpersonal Skills: A natural listener who possesses the emotional intelligence to facilitate safe, open conversations with parents and teenagers alike.

• Operational Competence: Proficiency in digital organizational tools (Google Workspace, scheduling and email platforms, church management software) to keep communication clear and professional.

• Adaptability: A collaborative spirit (working with parents, youth, volunteers and staff) who is energized by shifting plans to meet people where they are, rather than defending the status quo.

Accountability & Evaluation

The Coordinator reports directly to the Senior Pastor, participating in weekly supervision meetings to assess program responsiveness and volunteer health. Success in this role will be measured by the depth of congregational engagement, the seamlessness of administrative systems, the implementation of a ministry model that adapts to the community’s voice and the ability to work well with Senior Pastor, staff and laity for the greater good of the congregation. The Senior Pastor will share narrative and metrics-based progress reports with the SPRC during regularly scheduled meetings.