JOB RESPONSIBILITIES

Staff & Pastoral Support

- Provide administrative support to Pastoral staff and Ministry Teams/Leads
- Attend staff meetings and other ministry meetings, take minutes, track follow-up items, and assist with agenda preparation — helping ensure nothing discussed gets forgotten.
- Assist with organizing large church/ministry events, coordinating logistics so ministry leads can focus on the event itself rather than the details behind it.
- Support volunteer coordination for ministry teams, helping track schedules and communicate with volunteers as needed.

Facilities & Operations

- Serve as the keeper of the church's master calendar, managing facility bookings and scheduling for both internal ministry use and outside group requests.
- Coordinate space usage, repairs, and maintenance, and oversee the Custodian and Facilities team to ensure the building stays clean and functional.
- Manage building security, including key holders, alarm codes, and coordinating lock or access changes as needed.
- Maintain kitchen stock and order office and coffee supplies, keeping shared spaces tidy and well-stocked.
- Support Sunday morning readiness — printed materials, room setup coordination, and serving as a point of contact for building questions.

Finance-Adjacent Administration

- Deposit cash and cheque donations and work with the bookkeeper to reconcile monthly visa statements and visa reports.
- Process reimbursements and manage petty cash.

File Keeping & Records

- Maintain accurate and organized records, including meeting minutes, receipts, correspondence, and financial reports.
- Maintain the cloud-based storage system,



keeping documents current and easy to locate.
- Maintain records of Baptisms, Child Dedications, Marriages, and Church Membership.
- Maintain volunteer records under the Plan to Protect policy.

Communication

- Respond to general email, phone inquiries, and handling other administrative requests in a timely manner.
- Collect and distribute mail.
- Communicate regularly with the Associate Pastor.
- Coordinate logistics for special services (Christmas, Easter, baptisms, etc.), providing extra communication and planning support beyond a typical week.
- Prepare and distribute the weekly email newsletter.
- Update the website and manage social media accounts/team, working with the current branding scheme.

And all other tasks as assigned.

WORK HOURS, BENEFITS, & DETAILS

Part Time Position: 20 hours per week

Salary: $21 - $25/per hour, commensurate with experience

Benefits: No perks

Work from Office: Must spend a minimum of 15 hours per week in the office; remaining hours may be offsite.

EDUCATION & EXPERIENCE

- High School Graduate
- Minimum 3 years of progressively responsible administrative experience
- Experience with church administration, membership systems, or nonprofit operations is an asset

QUALIFICATIONS (REQUIRED)

- Exercises diplomacy, tact, and good judgment, particularly in handling confidential information
- Demonstrates emotional maturity
- Proficient in Microsoft Office Suite and other general technology (smartphones, printers, etc.)
- Able to complete administrative tasks with efficiency, accuracy, and minimal supervision
- Strong written and verbal communication skills in English

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📌 Church Coordinator (Langdon)
🏢 The Exchange Church, Calgary
📍 Langdon