Description

The Communications & Office Administrator supports the mission and ministry of All Saints’ Episcopal Church by coordinating administrative operations, facilities support, and communications. This role blends organizational governance and office administration with hands-on support to ensure smooth day-to-day parish operations, clear and effective communication, and a safe, well-maintained, and welcoming environment for worship, fellowship, and community engagement. The Office Administrator manages office systems, calendar and scheduling, parish records, service providers, and communications, enabling clergy, staff, and ministry leaders to focus on the church’s spiritual and community life.

Requirements

Essential Functions
Communications
      In collaboration with contract graphic designer: Develop, produce, and distribute print and digital parish communications, including the weekly newsletter (Saints’ Alive), Annual Report, seasonal mailings, and special announcements.

      Manage parish website content and social media accounts, ensuring timely, accurate, brand-consistent and mission-aligned communications.

      Coordinate with clergy and ministry leaders to gather content for newsletters, elections, reports, and other parish communications.

      Maintain parish communication records, including electronic photo collections and digital archives.

Technology & Systems
      Support church office technology and equipment, including printers, copiers, and postage systems.

      Manage digital platforms and subscriptions (e.g., Zoom, Basecamp, Breeze, Google Workspace, TechSoup, ECAM.

      Provide basic technology support and assist with system updates as needed.

Administration & Operations
      Maintain parish registers, membership records, and contact databases.

      Administer Safeguarding records, personnel files, and compliance with diocesan and legal requirements.

      Coordinate welcome and newcomer administration, including visitor records, prayer requests, data entry, and pastoral care materials.

      Provide administrative support to the Rector, including correspondence, filing, and record-keeping.

      Manage daily office operations, including supply ordering, mail distribution, and hospitality coordination.

      Maintain and update the master parish calendar in coordination with staff and ministry leaders.

      Respond to parish inquiries and route requests to appropriate staff or volunteers.

      Maintain official parish records, archives, and required metrics for Annual and Parochial Reports.

      Support vestry and committee governance by tracking rosters, terms, and roles; maintaining bylaws and core documents in the shared repository; and helping keep required governance work on schedule under the direction of the Rector and Vestry.

      Partner with volunteers, ministry groups, All Saints’ Episcopal Day School, Parents’ Day Out, Texas Canterbury, and committees to support clear communication and effective event coordination.

Facilities & Campus 
      Manage building access, keys, alarms, and security systems; coordinate safety protocols and drills.

      Coordinate space use and foster positive relationships with ministry partners and community groups.

      Serve as the primary administrative contact for facilities-related vendors, contractors, and volunteers.

Business & Financial
      Manage routine purchasing, supply inventories, and non-facilities vendor accounts.

      Support financial processes of the Finance Office, including tracking donations, coding invoices, and scheduling payments.

      Track capital campaign contributions, issue acknowledgements, and support compliance with applicable tax regulations.

      Serve as an administrative resource to the Treasurer, Finance Committee, and Endowment Board.

      Support annual planning and coordination of the parish calendar.

Competencies
      Ensures accountability: Takes ownership of responsibilities, fulfills commitments with accuracy and reliability; manages budgets, records, and operations responsibly.

      Manages ambiguity: Navigates changing priorities, shifting deadlines, and complex requests with flexibility and composure.

      Communicates Effectively: Shares information clearly and consistently, tailoring messages to the audience. Listens attentively and welcomes diverse ideas.

      Drives engagement: Creates a safe and welcoming environment that fosters active participation in parish life and community events. Empowers colleagues and volunteers, motivating them by enabling them to see their contributions are important.

      Resourceful: Responds quickly to emergencies, develops creative solutions, and adapts to changing conditions.

      Instills trust: Handles sensitive information with integrity, upholds confidentiality, and supports the values of the Episcopal Church.

Supervision Received
This position operates with a high degree of independence and professional judgment under the general direction of the Rector, who sets broad goals and priorities. Day-to-day responsibilities are largely self-directed, with the expectation that the position holder will take initiative, set timelines, and make decisions within established church policies, ministry objectives, and the governance of the Episcopal Diocese of Texas. Guidance is available as needed for major strategic initiatives or unusual situations, and the role collaborates closely with clergy, staff, and ministry leaders to support effective parish operations.

Relationships
The Communications & Office Administrator may supervise volunteers, vendors, or contractors who support communications, digital media, or technology functions. This includes providing direction and oversight to ensure high-quality work that supports the church’s mission and operational needs. This position collaborates closely with the Rector, clergy, ministry leaders and lay volunteers, offering counsel and expertise as appropriate.

Preferred Qualifications
      Bachelor’s degree in communications, business administration, or a related field (or equivalent experience).

      Excellent problem-solving, and communication skills.

      Close attention to detail and strong organizational skills.

      Comprehensive computer skills and proficiency with Google Workspace and Canva, familiarity with customer relationship management database and email marketing platform preferred.

      Proficiency with website content management systems, social media platforms, and email marketing tools.

      Ability to collaborate with volunteers and vendors with professionalism.

      Ability to task switch and adjust priorities in a collaborative church environment.

      Commitment to the mission and values of the Episcopal Church.

Working Conditions and Environment:
This is a full-time, onsite position based at the church office. The role requires regular office hours Monday - Thursday 9 a.m. to 6 p.m. and Sunday 8 a.m. to noon, with flexibility for evenings and Saturdays to support parish events, worship, and special programs. The position involves occasional errands, physical tasks (setup, cleaning, equipment adjustments), and oversight of contractors. The position involves both independent work and close collaboration with clergy, staff, volunteers, and parishioners in a welcoming, faith-centered environment.

Physical Requirements:
      Combination of sitting, standing, and moving around the campus.

      Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands, and wrists.

      Frequent mobility required.

      Occasional crouching, stooping, bending and twisting of upper body and neck.

      Light to moderate lifting and carrying objects with a maximum lift of 15-20 lbs.

      Frequently interacts with others to obtain or relate information to diverse groups.

      Periods of intense concentration.

      Variable demands and changing conditions with little predictability as to the occurrence. 

      Regular and consistent attendance.