WCV Administrator Job Description

Updated June 2015

1. Hours:

    • 22 hrs / week
    • Office Hours:
      • Tues, 9 – 5pm
      • Wed, 9 – 3pm
      • Thur, 9 – 5pm

2. Supervision:

  • For WCV financial and office management the administrator is responsible to Lillian.
  • For WCV scheduling, communication and general administrative responsibilities, the administrator is responsible to Andy.


3.   Skills and personal qualities needed:

  • Relational, personable, motivated, efficient and organized.
  • Ability to problem solve and learn new skills.
  • Computer skills, including:
    • Microsoft Word
    • Excel
    • Power Point
    • Publisher
    • Outlook
    • WordPress (website management)
    • Mail Chimp (email distribution list)
    • Google Calendar (Online calendar management)
    • Social Media management (Facebook)
    • Graphic design (helpful but not necessary)
    • Typing (35 words/min or higher)
  • Proficient at calendaring and scheduling
  • Able to take a task, see all administrative parts, and implement it through to completion in a timely manner.
  • Organized and efficient.
  • Access to a vehicle (for making deposits).


4.   WCV Office Management:

This aspect of the job is done in communication with others in the office (mainly Lillian) and includes the following:

  • Answer door, attend to the needs of people coming to the office
  • Check and respond to phone and email messages
  • Manage incoming and outgoing mail
  • Filing
  • Manage photocopier, fax machine & other office equipment
  • Manage office supplies (may include ordering for other WCV ministries)


5.   Communication:

The WCV Administrator is the “face and voice” of the WCV office and to some extent, the church. WCV Admin uses a combination of print, and various electronic technologies to communicate with the whole congregation and as well as specific groups within the congregation. It is the responsibility of the WCV Administrator to clearly and regularly deliver pertinent information and news to the appropriate audience.

  • Phone
  • Email – manage the various WCV groups
  • Website
  • Bulletin
  • Powerpoint Slides
  • Facebook
  • Booklets and other publications (WCV Directory, Core Practices, etc)
  • WCV Contact Database
  • WCV Bulletin Board & Community Events Board
  • Staff Meeting Minutes


6.   Scheduling:

Most of the scheduling for the church community is done through the Admin office and all of the activities that happen in 782 Main St. are managed through the Admin office. Foreseeing conflict and dealing with scheduling conflicts as well as thinking through logistical details are critical.

  • Weekly, Monthly & Yearly WCV schedule
  • 782 Building Usage (Rentals & WCV events)
  • Organizing Volunteer Rotations for:
    • Coffee
    • Offering
    • Greeting
    • Worship Leader
    • Sound
    • Projection
    • Sunday morning Prayer Captain
    • Weekly Prayer Ministry

Note: Some of these departments will develop their own schedules and will inform the WCV Administrator.

  • The volunteer rotations need to be posted and communicated to the appropriate people.
  • Weekly reminder emails are sent to the volunteer rotation for any given Sunday.


7.   Financial:

  • Assist Book-keeper
  • WCV post-dated cheques
  • Petty cash
  • Reimbursements
  • Deposits
  • Tithes & offerings count & data entry
  • Donation cards (for WCV & WCV Missionaries)
  • Filing


8.   General Administration:

  • Typing
  • Manage church library
  • Baby Dedications, Baptisms, Weddings, Funerals
  • Develop and maintain sign ups and registrations for WCV programs & events
  • WCV building rentals (weddings, etc.)
  • Sort and fax Children’s worker’s criminal and child abuse registry checks
  • Assist Pastoral staff with administrative aspects of their responsibilities. They will give tasks or areas of responsibility, then follow-through and completion of task is required. This may include overseeing a specific area of the church, planning events, problem solving, typing, or planning for the future. This portion of the job requires the ability to take a task and oversee it from start to finish. It requires initiative and forethought to find the people and resources to do the task or project well.


9.   Weekly Tasks:

  • Tuesdays:
    • Count offering
    • Deposit money into account
    • Phone Messages (Lines 14, 0, and 11)
    • Email Messages
    • Staff Minutes (noting any actions)
  • Wednesdays:
    • Phone Messages
    • Email Messages
  • Thursdays
    • Phone Messages
    • Email Messages
    • Sunday Volunteer schedule reminders
    • WCV Weekly Newsletter sent out
    • Power Point (for Sunday morning)
    • Complete Bulletin

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