Department Coordinator

TITLE: Department Coordinator

LOCATION: Phillips Church/Religious and Spiritual Life

REPORTS TO: Director of Religious and Spiritual Life

STATUS/HOURS: 10 month position. 32 hours/week, flexible hours Monday – Friday, between 8:00am - 4:00pm during the academic year, significant reduction in hours during breaks and summer school. Schedule may vary according to departmental and Academy needs.

Position Purpose

Provides support for the Religious and Spiritual Life Department, including the Director of Religious and Spiritual Life, and Religious and Spiritual Life Personnel (as needed). The position requires the exercise of independent judgment and initiative allows for significant community involvement and requires discreet handling of private information. This position provides support for all church ministries and religious groups, the use of Phillips Church by the academy and larger community, and will perform office management, scheduling and organizational duties.

Key Accountabilities

Coordination for use of the church and rooms for individuals, groups and community activities by:

• Acting as a liaison and information resource, while recognizing confidential or sensitive information and upholding the Academy’s confidentiality policy.

• Coordinating and scheduling the use of Phillips Church for all religious activities (currently numbering six distinct faith traditions and twelve regularly scheduled associated activities) consistent with the directions of the Director.
• Assisting, as needed, in the preparation and publication of church bulletins and materials for worship services.
• Printing and distributing posters for Religious and Spiritual Life activities covering regular meeting times and special events.
• Supporting the religious communities by ordering, shopping and preparing food as needed; securing catering services on campus (or from local restaurants) for religious traditions and special events; and arranging the pick up and delivery of linens for religious practices.
• Responsible for the general aesthetics of the building and is responsible for ordering, arranging and caring for flowers, including holiday displays and special events.
• Assisting Speakers with rehearsals for their meditations, including lengthy support for Seniors in the spring (managing the selection process, and the distribution of the books of the collected senior meditations); assessing, securing and meeting audio/visual needs; recording, editing and posting of picture and sound files on the church website.
• Supporting families and funeral homes for memorial services; securing a location for receptions and supporting set up and catering, as needed and if requested; assisting during the service and reception; making an audio recording for the family and occasionally helping to secure a video recording capability.
• Responding to email or phone calls from couples hoping to be married and their families; assisting them with scheduling the church, the Director and their music needs. Coordinating a wedding schedule with the Director and other staff that works the wedding.
• Assisting with the setup, both event and sound, for the Academy’s MLK day presentations and other campus events that are held in the sanctuary and other rooms of the church.

Assists students in implementing goals by providing an organized facility in a welcoming and engaging manner by:

• Providing an accessible, responsive and flexible demeanor in addressing the multifaceted, dynamic needs of students.
• Assisting students who may be using office equipment and kitchen equipment.
• Scheduling the use of the church facilities for groups and social gatherings, especially: ESSO, Big Sib/ Little Sib, Best Buddies, yoga classes, Student Listeners and all of those groups advised by Religious and Spiritual Life.
• Working with student groups to coordinate and schedule guest speakers at the church.
• Hiring, training, scheduling and managing student workers.
• Supporting students’ set up and/or catering for their events in the church.
• Occasionally securing offsite locations for religious service groups to meet or have an event.
• Work with dining hall/restaurants to secure specialty foods for student events.
• Schedule and secure transportation to offsite meetings and trips.

Welcomes the academy and broader community into the church facilities as a meeting or event site alternative by:

• Coordinating and scheduling the use of the Phillips Church facilities with all academy departments.
• Manages and maintains kitchen.
• Responding to inquiries scheduling appropriate use by the community for weddings, baptisms, and musical recitals. Maintaining wedding, baptism, and memorial service requests and correspondence. Arranging for custodial coverage for weddings and other functions. Assisting with the setup of the sound system.

Supports the church and its ministries by providing office support in an organized and professional manner by:

• Exercising standard office procedures including: typing, filing, faxing, copying, receiving and responding to telephone messages.
• Operating computer programs such as Word, Excel, ExeterConnect, and electronic calendars.
• Communicating and responding to church related e-mail in a timely and effective manner.
• Maintaining office equipment and reporting problems to appropriate department
• Attending ATL meetings for the department.
• Maintaining the church website.
• Processing incoming and outgoing mail.
• Processing and submitting invoices for payment.
• Maintaining church calendar(s), event schedules and bulletin boards.
• Ordering, receiving and maintaining office and church inventory and supplies.
• Monitoring safety procedures for the church kitchen according to insurance guidelines.
• Providing necessary support for all Religious Services personnel: Advisors to Buddhist Society, Catholic Exonians, Exeter Jewish Community, Hindu Society and Muslim Student Association; the Phillips Church Organist; and all other professionals who may be occasionally hired to give support to the Religious Services Department.
• Programming the church bells for all regularly scheduled church events.
• Organizing events with catering and facilities.

Degree of Independent Action Performed

Incumbent is expected to work with a high level of independence and autonomy, and exercise a high degree of initiative, influence, and judgment in decisions impacting staff and department operations.

Expected to solve problems or address issues that require immediate attention.

Direct/Indirect Reports

None

Internal & External Contacts

Frequent contact with students, Dean of Students office, PEA administrative and academic offices, faculty, coaches, and staff. External contacts may include parents, outside organizations, visitors and local community neighbors.

Position Requirements

Education

• Bachelor’s Degree Preferred or commensurate experience

Experience

• 3+ years’ administrative experience, preferably in a non-profit environment.
• Experience working successfully with diverse populations.
• Experience working with adolescents in an educational setting preferred.
• Experience working in an interfaith setting preferred.

Skills & Knowledge

• Strategic high-level thinking coupled with the attention to detail necessary for successful planning and execution.
• Must be detail-oriented.
• Proven excellent client support skills with demonstrated evidence of strong business acumen.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.

• Proficient in MS Office.

• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.