Office Manager (Part time)

Galilee United Methodist Church • Part-time • Sterling, VA, US • $26k - $30k / year • 4h ago

Galilee United Methodist Church is seeking a part-time Administrative Assistant to support the ministry and administrative operations of the church. This position plays a key role in assisting the Senior Pastor and Associate Pastor, providing administrative support to staff, committees, and missions, and ensuring the smooth running of church activities and systems.

The position requires onsite presence at least five days per week, within a flexible part-time schedule during core office hours of 9:00 am – 5:00 pm (approx. 25-27 hours per week). This is not a remote position.

Primary Responsibilities:

Support to the Senior Pastor and Associate Pastor

Assist the Senior Pastor and Associate Pastor in carrying out pastoral and administrative duties within the local church and at the District, Annual, Jurisdictional, and General Conference levels.
Prepare annual forms, reports, and weekly EVC data as needed.
Maintain files, create documents, track data, and compile reports using a range of office management tools.
Support preparation for weekly worship services.
Process all requests for baptisms, confirmations, weddings, funerals, etc.—including obtaining required information, preparing documents/certificates, maintaining records, coordinating spaces, and filing appropriate licenses with the county (e.g., weddings).
Schedule pastoral appointments such as home visits, pastoral counseling, new/prospective member meetings, and committee meetings.

Support to the Church, Staff, and Committees

Maintain a comprehensive overview of all church ministries, operations, procedures, and building systems.
Manage the church calendar and facility use schedule; coordinate requests for building space while ensuring policy compliance.
Receive and direct phone calls, emails, and visitors.
Process and manage information from weekly “Connection Cards.”
Manage Prayer Team communications and email lists.
Coordinate recurring and seasonal programs, special projects, and mailings.
Maintain church databases for engagement metrics, membership, and attendance (including online services).
Maintain personnel records for all staff and clergy.
Assist with updates to personnel policy manuals, office procedures, and church operating guidelines.
Coordinate background checks for new employees and volunteers involved in youth and children’s ministries.
Manage procurement and inventory of office supplies and equipment, including computers, printers, copiers, and software.

Facilities and Property Support

Partner with pastors, staff, and lay leaders to oversee use of church facilities and vehicles.
Schedule room use and manage facility access.
Work with vendors and contractors to secure pricing, arrange work, and coordinate visits for maintenance or repairs.
Attend regular Trustee meetings to provide administrative and facilities updates.
Assist with maintaining building security and routine maintenance documentation.

Other Duties

Perform other duties as assigned in support of the church’s mission and operations.

Qualifications

A heart for the church’s vision and ministry.
Prior experience in office administration.
Ability to work independently and as part of a team.Proficiency with office technology and Microsoft software and other basic software; experience maintaining databases.
Strong organizational skills, attention to detail, and follow-through on tasks.
Excellent communication skills with the ability to tailor messages to different audiences (clergy, staff, congregants, and visitors).
Sound judgment, discretion, and the ability to maintain confidentiality.

Preferred Qualifications