Position Title: Administration and Facilities Manager
Reports To: Minister
Supervises: Admin. Assistant, Sextons, and other staff as assigned
FLSA Classification: Non-Exempt
Hours and Schedule: Full-time, includes one weekly 6:00-8:00 pm meeting (Oct. – April) and occasional Saturday/Sunday responsibilities and events
Compensation and Benefits Hourly full-time position and contribution to health insurance and pension. $32.00/hr.
Congregation Overview
The Unitarian Universalist Church of Fresno is a liberal and progressive religious community. It welcomes people of all ages, religious backgrounds, cultural origins, spiritual beliefs, differing abilities, gender identities, and sexual orientations. For more information on Unitarian Universalism, please see the church website at www.uufresno.org and the denomination website at www.uua.org. You need to be comfortable and enthusiastic with the church’s liberal and progressive religious identity.
People with disabilities, people of color, Hispanic/Latinx, and LGBTQ candidates are encouraged to apply. Our congregation is committed to developing a diverse and talented staff team. If you are excited about this role, but are unsure whether you meet 100% of the requirements, we encourage you to inquire and/or apply.
General Purpose and Spirit It is understood that the relationship between Church employees and the Congregation is complex, involving many skills and responsibilities on all sides. In order to function beneficially, the relationship must be based on cooperation and good faith. It is expected that both the employee and the Congregation will work in such a spirit.
Position Description: Responsible for key administrative/financial functions and overall facilities management of church campus. Manages office procedures, purchasing and facilities (including building use and planning and maintenance) and purchasing. Oversees building rental agreements and markets facilities for rental income. Manages major office-related computer applications including database management. Supervise administrative, facilities and other staff, as assigned. HR responsibilities including administration of benefits. Works with income generating teams. Knowledgeable about the organization and its policies. Prepare payroll, accounts payable and record revenue. Prepares reports for Executive.
Essential duties and responsibilities fall into the following areas with other duties as assigned:
Office/Church Administration
1. Oversees all Church databases. Oversees congregation’s certification with UUA.
2. Provides interface with vendors
3. Serves as information source for members
4. In collaboration with Administrative Assistant and Accountant, ensure that all cash, credit card payments, and checks coming into the office are properly handled as outlined in written office financial procedures.
5. Oversee church master calendar of activities, and the scheduling of rooms for committee/team use, programs, and church events.
6. Ensures that essential Church records and files, both paper and computer, are organized, updated, and available as appropriate—corporate documents including Board and Congregational Meeting Minutes and Membership Database, including development of reports for membership and stewardship purposes.
7. Oversees purchase and maintenance of office equipment, computers, printers, phones, etc., to ensure a smoothly running office environment.
8. Supervises Administrative Assistant and other staff as designated.
9. Crosstrain with Office Assistant to be able to cover tasks as needed.
10. Serves on the Core Staff Team.
11. Works effectively with the Executive and Accountant.
12. Works effectively with congregants, congregational teams, and volunteers.
13. Maintain relationship with our IT Support Company.
14. Oversees all aspects of insurance and maintains appropriate coverage.
Building Usage
1. Oversee church master calendar of activities, and the scheduling of rooms for committee/team use, programs, church events, and rentals.
2. See below (Facilities Management) for building rental responsibilities.
Financial Management
1. Supervise Administrative Assistant and collaborate with Accountant to ensure that all cash, credit card payments, and checks coming into the office are properly handled as outlined in written office financial procedures.
2. Manage dealings with banks, credit card companies, and other financial institutions.
3. In conversation with Executive and staff, maintain up-to-date contribution database and track pledge amounts for Annual Pledge Drive. Track payment and provide reports as needed.
4. In conversation with Executive and staff, conduct end of year review of Annual Budget Drive contributions and send out notification letters to members who have not contributed, updating member status if no contribution is then received. This must be done prior to reporting membership to the UUA in February. Review individuals classified as “friends” and archive as needed.
5. In collaboration with Accountant and Administrative Assistant, distribute monthly pledge statements to pledge units and budget reports to teams/committees and staff
Facilities Management
1. Oversee facility management of buildings and grounds and set priorities.
2. For maintenance work that will be outsourced, prepare suitable specifications, statements of work and Invitations for Bids (IFB). Promulgate the IFBs to appropriate contractors. Review the bids, select suitable contractors, and recommend to the Executive who the contract should be awarded to.
3. Maintain oversight of all maintenance work contracted out.
4. With the Executive, set priorities and standards for minor/major building and grounds areas and issues.
5. Supervise the Sextons.
6. Assure there is appropriate supervision of weekly custodial crew and gardeners.
7. Serve as staff liaison to grounds volunteers and assist them with their tasks of planning and discernment.
8. Compare costs and monitor budget compliance on procurement of equipment and supplies.
9. Serves as point of contact, information and support for renters once building use agreements are signed. Coordinates room set up for rentals with Sexton. Ensures a Sexton/Tech person (privately paid) is confirmed, as appropriate, for single event rentals.
10. Maintain and oversee church safety plans for rapid response to emergencies and alarms. Assures staff, volunteers and congregants are trained yearly and aware of procedures.
11. Oversee security system and maintain procedures to protect church property from theft and/or vandalism.
12. Willingness to occasionally fulfil Sexton duties or basic grounds maintenance on an emergency basis.
13. Supervise yearly buildings and grounds clean-up.
Income Generation
1. Staff liaison and office support for Annual Pledge Drive and Online Auction.
2. Enter pledge information into database.
Business Management
1. Draw up, authorize and track rental contracts for room, sanctuary and campus use by public. Maintain rentals on church Master Calendar.
2. Develop, implement and monitor risk management plan including avoiding risk, controlling/mitigating risk, accepting risk, and transferring risk.
3. Develop, implement and monitor IT systems.
4. Develop, implement and monitor internal controls including physical safety safeguards, IT general controls(security and change management), and IT application controls.
Communication
1. Provides oversight of church website.
2. Communicates effectively with the congregation regarding administrative and facilities matters.
3. Assists with inter-staff communication, as needed.
Human Resources
1. Maintain up‐to-date employee manual.
2. Maintain relevant regulations and compliance issues relating to Human Resources and Employee relations, including benefits.
3. Maintain all human resources records as required by Federal and State regulations and Church policy.
Other
1. Support special projects.
2. Familiarity of system and resources available from denomination.
Qualifications
1. Bachelor’s Degree, with coursework in, and experience totaling at least five-ten years in the following areas:
· Managing business and fiscal affairs
· Reading, understanding and analyzing financial data
· Internal controls
· Facilities planning and maintenance (or willingness to learn)
· Managing and supervising facilities personnel and and/or working with volunteers (or willingness to learn)
· Multi-tasking on the many moving parts of a business
2. Language Skills: Ability to effectively communicate verbally and in writing. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, legal documents, and governmental regulations. Ability to write complex reports and business correspondence; effectively respond to inquiries, concerns or complaints; and effectively present information to individuals and groups.
3. Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in written or mathematical form and deal with several abstract and concrete variables.
4. Computer Skills: Ability to effectively use database, spreadsheet and word processing software. Experience with excel a must.
5. Interpersonal Skills: Ability to build and maintain interpersonal relationships.
Core Competencies
Organizing – Can organize resources (people, funds, materials) to get things done, manage multiple projects simultaneously, keep track of details and manage distractions. Able to conceive of systematic solutions to recurring needs and think strategically and long-term.
Communication-Can communicate clearly and informatively in spoken and written forms. Listens and gets clarification. Demonstrates group presentation skills. Varies writing style to meet needs. Embraces technology as a tool for administration, communication and education.
Computer-Conversant with standard software for word processing, financial management, database, and networking and able to learn variants.
Supporting vision of the Church – Willing to gain knowledge of Unitarian Universalist values and articulate the mission of the Church.
Managing - Be able to prioritize and perform multiple tasks under time deadlines; can anticipate and adjust for problems and motivate others to assist. Able to work creatively and agilely in a sometimes chaotic and under-¬‐resourced environment and to take initiative in problem solving.
Managing conflict – Can deal with problems quickly and directly; steps up to conflicts and learns from them; can focus when listening, finds common ground and gets cooperation. Able to speak up for his or her needs and set good boundaries.
Interpersonal relationships - Can work collaboratively as part of a team and create an atmosphere conducive to teamwork with a variety of personalities, paid and volunteer. Has the ability to communicate succinctly and clearly in writing and speech. Can maintain a pleasant disposition during difficult times.
Trust and integrity - Maintains confidentiality and handles sensitive situations with discernment. Demonstrates “roll up your sleeves” work ethic.
Judgment - Displays willingness to make decisions and makes them in a timely manner. Exhibits sound and accurate judgment and supports and explains reasoning for decisions. Includes appropriate people in the decision-making process.
Planning/Organizing - Prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
Physical Demands: The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to enter data in a PC, and take notes. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus for near-reading, viewing computer screen, reading written documents, etc. The employee is occasionally required to travel independently to multiple off-site locations throughout local cities and counties and therefore must have a valid driver’s license and a good driving record.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This is generally an office environment and the noise level in the work environment is quiet.
Compensation and Benefits Hourly full-time position and contribution to health insurance and pension. $32.00/hr.
Start Date: As soon as possible.
Contact: Send resume and cover letter explaining why this specific position is of interest to you: apply@uufresno.org. No calls please