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Office and Communications Administrator

Office and Communications Administrator

Company: Spring Garden Church
Contact Person: Greg Kay
112 Spring Garden Ave.
Toronto, Ontario , M2N 3G3
Phone: 416-223-4593 x.226

Position Description




Location:                     Willowdale (Toronto), Ontario

Reports to:                  Pastor Greg Kay

Hours of work:            Monday to Thursday, 9:00am – 4:00pm (28 hours/week)

Contractual Status:    9 – 15 month contract with the possibility of becoming a permanent position at the end of the contract


We will begin reviewing candidates on October 10, 2018.


Role Summary:

The purpose of this role is to perform administrative functions for office and communication  needs of Spring Garden Church (SGC), a Christian community focused on loving God and our neighbours through engagement with our world.  The Office and Communications Administrator will have a growing relationship with Jesus and work within the parameters of the Operating Guidelines for SGC Pastors and Staff (available on request).





Relational Competencies

Strong verbal and written communication skills
Strong interpersonal skills
Excellent judgment and ability to maintain confidentiality
Ability to respond in a friendly manner to a wide diversity of personalities
Ability to work collaboratively with the Pastoral Team

Engaging in team conversation about specific projects and issues
Open to building healthy relationships with team members. 

Ability to work enthusiastically in the culture of SGC as reflected in our Statement of Values (available on request)
Willingness to regularly participate in SGC worship as a part of the community


Technical Competencies

Proactive thinking and planning on a yearly scope
Ability to prioritize and work on multiple projects simultaneously
Ability to manage numerous distractions and interruptions
Proficiency with computer software and online



ESSENTIAL DUTIES/RESPONSIBILITIES (including, but not limited to)


Office Administration and Management

Front Desk Hospitality: receiving and responding to email/phone calls/walk-ins from general inquiries, congregants, service personnel, etc.
Attending weekly Pastoral Team meetings, tracking project responsibilities, and anticipating annual responsibilities 
Managing the Master Calendar (tracking planning and communication timelines, bookings, registered parking)
Organizing server and tracking shared files stored online
Organizing email and Google Docs groups
Arranging new user and email accounts
Troubleshooting Information Technology (IT) problems and assisting with Pastoral Team IT/printer needs
Monitoring and purchasing of paper, toner, and other office supplies
Arrange servicing for office machines
Handling paper mail
Preparing and managing related budget lines
Collecting money for special projects such as Easter Lilies, etc.
In the absence of a building manager, willingness to notice and respond to small issues pertaining to building cleanliness (all Pastoral Team members do things like load/unload the dishwasher, push furniture back into place, etc.)


Communications and Publications

Weekly Responsibilities

Working with the Worship and Mission Pastor to prepare PowerPoint slides for worship gathering
Preparing announcement PowerPoint slides for worship area and lounge display
Providing Sunday announcements script
Emailing reminders of upcoming service commitments, meetings, due dates, etc.
Maintaining SGC’sonline presence by updating the website and social media and posting regular podcasts or working with a volunteer to do so.

Monthly Responsibilities

Preparing and printing Delve(a monthly magazine about people, ideas, and events at SGC)

Either acting as Editor or working with a Volunteer Editor
Facilitating and editing submitted content

Providing printed material for ministries (e.g., congregational meetings, welcome pamphlets)

Annual Responsibilities

Gathering, preparing, and printing Annual Report, Directory, and other publishing needs





Interacting with partner organizations regarding room bookings
Receiving and booking rental requests
Coordinating with renters for orientation and facility agreement administration
Arranging for un/locking and climate control (heating/AC) of rental space
Reminding the person who does daily lockups of special bookings times
Checking rental space for damage after use


Issuing parking passes
Dealing with parking contracts
Checking the lot and working with Parking Control to issue tickets when necessary
Tracking rental and parking deposits to ensure payment is received




Minimum high school diploma or equivalent required
Previous office and communications experience preferred



Posted: September 20, 2018 | Expires: December 19, 2018
Posted Under: Administration
Career ID: [ 5911 ]