White Bear Unitarian Universalist Church
Director of Operations
White Bear Unitarian Universalist Church, Mahtomedi, Minnesota, United States,
White Bear Unitarian Universalist Church Director of Operations Mahtomedi, Minnesota
Who we are: We are a vibrant Unitarian Universalist community of 650 members and 200 friends. Each Sunday we gather to spiritually ground ourselves to do the work of building the community we seek to bring into being. Unitarian Universalism is a faith that is built on covenant not creed, we make promises about how we want to be together and who we want to be in the world. We have a thriving religious education program with 100+ children and youth coming through our building learning and growing together. Our mission is together we grow our souls and serve the world. No small task, but we know we are better together in community. Our staff team works together to support this mission and build relationships with congregants so that we all thrive. We prioritize balance and working efficiently because the work of church is vast and varied and can come from many directions at once. We see ourselves as a team and intentionally set aside time for fun, connection, and learning together. We know we are here to serve this congregation and faith and keep that at the center of what we do.Who you are: You are someone who loves people! You see the work of the Director of Operations as a ministry within this church. You interact with beloveds planning funerals, weddings, and everything in between, and treat each encounter with care and integrity. You are able to manage many things at once, from working with our accountant, leadership team, and board treasurer on the financials to supervising staff. You thrive in keeping track of details. You are committed to accessibility and cultivating belonging within our space. You are a lifelong learner and know that the work of countering oppressions in the world is lifelong. You look forward to being part of a team where this is prioritized. You like to have fun and feel a sense of accomplishment when that is done alongside checking things off a to-do list.Position Title: Operations DirectorPosition Summary: The Operations Director has responsibility for human resources, financial management, facilities management, communications, and overall administration. Working closely with the Program staff and Financial Oversight Committee, the Operations Director is responsible for implementing strategic and programmatic plans and church policy. This position demands a high level of managerial, interpersonal, and financial skills as well as the ability to plan and set priorities, and discretion in handling confidential information.Reports to: Lead MinisterSupervises: Administrative and Custodial StaffStatus: Full time exemptPrincipal Responsibilities:Finance:
The Operations Director collaborates with and supports the work of the Financial Oversight and Development Committees and in this capacity will: Manage regular and routine financial operations, including but not limited to:Oversee weekly preparation of bank deposit, including overseeing the counting of offering plate collectionsWeekly preparation of accounts payable (check requests and bills) for accountantWeekly pledge updatesMonthly forwarding of budget data (sent from accountant) to committees and staff, and ongoing budget support to committees and staffMonthly forwarding of account statements to Treasurer and designated FOC membersPreparation and mailing of pledge remindersAnnual preparation of donation acknowledgementsOngoing preparation of donation acknowledgements for signature by Lead Minister or others (thank you letters, QCD and stock gift acknowledgements)Regular and routine review of the payroll and benefits prepared by the accountant, including tracking PTO (Ministers track their own leave and study time)Assist the Treasurer & Lead Minister in preparation of the annual church budgetServe as the congregation's representative to the UUA Office of Church Staff Finance, benefit providers, and contracted accounting servicesProvide support to the Pledge Committee and maintain pledge databaseProvide support to volunteer coordinators of the Endowment, Auction, and other fundraising efforts, and capital campaignsOversee and administer service contractsPrepare the Administration and Building budgets annually, and oversee it throughout the yearProvide information on the status of stock donors' pledges to those on FOC managing stock accountsAdvise donors on how to donate stock including maintaining up-to-date forms and instructions on the church websiteMonitor checking account balanceAnswer congregant questions about pledges, online giving, and stock donationsUpdate Depository Account Authorization annuallyMaintain updated signatory cards for all accountsRun background and credit checks for all potential signatories and those with account accessSystems Administration:
Maintain technology systems, including but not limited to internet and phone systems, computers, software, and database. Maintain records, including membership list, mailing list, financial records, and pledge lists, e-mail addresses, denominational data, and UU World list, etc. Assist Lead Minister and Board in denominational affairs and in promoting and planning for events of the UUA and MidAmerica Region. Monitor primary church email address and voicemail box. Maintain WBUUC Handbook.Human Resources:
The Operations Director collaborates with the Lead Minister and Board's Personnel Liaison to: Recommend and execute Human Resources policies and procedures and maintain the Personnel Handbook. Oversee consistent implementation of compensation and benefits policies. Maintain up-to-date job descriptions and personnel records. Maintain accurate data on staff wages, benefits, and hours. In collaboration with the Lead Minister, research and recommend new salary ranges. Develop and oversee processes for hiring and performance review. Orient new staff to policies and procedures, and all staff to changes in policies and procedures. Draft letters of employment as directed by Lead Minister. Conduct background checks as required for staff and volunteers.Communications:
Oversee the maintenance of the church website and E-News (both of these are produced by our Graphic Content Specialist). Produce Order of Service each week. Oversee coordination of the church calendar, including scheduling events and working with renters.Facilities:
Oversee logistics and arrangements for church activities and group meetings. Promote use of facilities by outside groups and oversee management of rentals and leases. Oversee building improvements, repair, maintenance, and daily/weekly arrangements, with suggestions and advice from the Building Advisory Group. Ensure maintenance of a clean, uncluttered, and welcoming physical environment. Contract, communicate with, and oversee outside vendors and maintenance services.Administration and Supervision:
Participate as a member of the staff Leadership Team and attend Board meetings. Direct and supervise the work of the Administrative and Custodial staff members, and front office volunteers. Ensure the provision of clerical support to the Lead Minister and Board President. Maintain church archives, business records, insurance policies, and other records according to best record retention practices. Cultivate a climate of professionalism and welcome to staff, members and friends, volunteers, visitors, and guests.Other:
Perform other duties as apparent or assigned by Supervisor (including basic clerical tasks, set-up and clean-up of physical spaces as needed, occasional hospitality functions). Respect the Principles and Purposes of the Unitarian Universalist Association of Congregations. Order office supplies for the building.
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Who we are: We are a vibrant Unitarian Universalist community of 650 members and 200 friends. Each Sunday we gather to spiritually ground ourselves to do the work of building the community we seek to bring into being. Unitarian Universalism is a faith that is built on covenant not creed, we make promises about how we want to be together and who we want to be in the world. We have a thriving religious education program with 100+ children and youth coming through our building learning and growing together. Our mission is together we grow our souls and serve the world. No small task, but we know we are better together in community. Our staff team works together to support this mission and build relationships with congregants so that we all thrive. We prioritize balance and working efficiently because the work of church is vast and varied and can come from many directions at once. We see ourselves as a team and intentionally set aside time for fun, connection, and learning together. We know we are here to serve this congregation and faith and keep that at the center of what we do.Who you are: You are someone who loves people! You see the work of the Director of Operations as a ministry within this church. You interact with beloveds planning funerals, weddings, and everything in between, and treat each encounter with care and integrity. You are able to manage many things at once, from working with our accountant, leadership team, and board treasurer on the financials to supervising staff. You thrive in keeping track of details. You are committed to accessibility and cultivating belonging within our space. You are a lifelong learner and know that the work of countering oppressions in the world is lifelong. You look forward to being part of a team where this is prioritized. You like to have fun and feel a sense of accomplishment when that is done alongside checking things off a to-do list.Position Title: Operations DirectorPosition Summary: The Operations Director has responsibility for human resources, financial management, facilities management, communications, and overall administration. Working closely with the Program staff and Financial Oversight Committee, the Operations Director is responsible for implementing strategic and programmatic plans and church policy. This position demands a high level of managerial, interpersonal, and financial skills as well as the ability to plan and set priorities, and discretion in handling confidential information.Reports to: Lead MinisterSupervises: Administrative and Custodial StaffStatus: Full time exemptPrincipal Responsibilities:Finance:
The Operations Director collaborates with and supports the work of the Financial Oversight and Development Committees and in this capacity will: Manage regular and routine financial operations, including but not limited to:Oversee weekly preparation of bank deposit, including overseeing the counting of offering plate collectionsWeekly preparation of accounts payable (check requests and bills) for accountantWeekly pledge updatesMonthly forwarding of budget data (sent from accountant) to committees and staff, and ongoing budget support to committees and staffMonthly forwarding of account statements to Treasurer and designated FOC membersPreparation and mailing of pledge remindersAnnual preparation of donation acknowledgementsOngoing preparation of donation acknowledgements for signature by Lead Minister or others (thank you letters, QCD and stock gift acknowledgements)Regular and routine review of the payroll and benefits prepared by the accountant, including tracking PTO (Ministers track their own leave and study time)Assist the Treasurer & Lead Minister in preparation of the annual church budgetServe as the congregation's representative to the UUA Office of Church Staff Finance, benefit providers, and contracted accounting servicesProvide support to the Pledge Committee and maintain pledge databaseProvide support to volunteer coordinators of the Endowment, Auction, and other fundraising efforts, and capital campaignsOversee and administer service contractsPrepare the Administration and Building budgets annually, and oversee it throughout the yearProvide information on the status of stock donors' pledges to those on FOC managing stock accountsAdvise donors on how to donate stock including maintaining up-to-date forms and instructions on the church websiteMonitor checking account balanceAnswer congregant questions about pledges, online giving, and stock donationsUpdate Depository Account Authorization annuallyMaintain updated signatory cards for all accountsRun background and credit checks for all potential signatories and those with account accessSystems Administration:
Maintain technology systems, including but not limited to internet and phone systems, computers, software, and database. Maintain records, including membership list, mailing list, financial records, and pledge lists, e-mail addresses, denominational data, and UU World list, etc. Assist Lead Minister and Board in denominational affairs and in promoting and planning for events of the UUA and MidAmerica Region. Monitor primary church email address and voicemail box. Maintain WBUUC Handbook.Human Resources:
The Operations Director collaborates with the Lead Minister and Board's Personnel Liaison to: Recommend and execute Human Resources policies and procedures and maintain the Personnel Handbook. Oversee consistent implementation of compensation and benefits policies. Maintain up-to-date job descriptions and personnel records. Maintain accurate data on staff wages, benefits, and hours. In collaboration with the Lead Minister, research and recommend new salary ranges. Develop and oversee processes for hiring and performance review. Orient new staff to policies and procedures, and all staff to changes in policies and procedures. Draft letters of employment as directed by Lead Minister. Conduct background checks as required for staff and volunteers.Communications:
Oversee the maintenance of the church website and E-News (both of these are produced by our Graphic Content Specialist). Produce Order of Service each week. Oversee coordination of the church calendar, including scheduling events and working with renters.Facilities:
Oversee logistics and arrangements for church activities and group meetings. Promote use of facilities by outside groups and oversee management of rentals and leases. Oversee building improvements, repair, maintenance, and daily/weekly arrangements, with suggestions and advice from the Building Advisory Group. Ensure maintenance of a clean, uncluttered, and welcoming physical environment. Contract, communicate with, and oversee outside vendors and maintenance services.Administration and Supervision:
Participate as a member of the staff Leadership Team and attend Board meetings. Direct and supervise the work of the Administrative and Custodial staff members, and front office volunteers. Ensure the provision of clerical support to the Lead Minister and Board President. Maintain church archives, business records, insurance policies, and other records according to best record retention practices. Cultivate a climate of professionalism and welcome to staff, members and friends, volunteers, visitors, and guests.Other:
Perform other duties as apparent or assigned by Supervisor (including basic clerical tasks, set-up and clean-up of physical spaces as needed, occasional hospitality functions). Respect the Principles and Purposes of the Unitarian Universalist Association of Congregations. Order office supplies for the building.
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