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First Presbyterian Church of River Forest

Office Coordinator

First Presbyterian Church of River Forest
River Forest, Illinois, United States

Date Posted: 11/15/2015
Categories: Business/Administration - Secretarial/Office
Denominations: Presbyterian -- PCUSA
Church Size: 351 to 500
Job Type: Full-Time

Job Description:


First Presbyterian Church of River Forest

Office Coordinator

Statement of Purpose:

The main purpose of Office Coordinator is to provide leadership, advocate, and delegate as necessary to foster an efficient communication shared among staff, ministries, and church-wide communications. In addition, the Office Coordinator is to be the primary contact to greet, assist, and direct individuals ringing the door bell, entering the church office, and calling the church. The Office Coordinator is to work cooperatively and collaboratively with staff members and ministry representatives in a helpful manner while maintaining a healthy balance between doing and empowering. This position requires a unique skill set that enjoys working with a variety of people and projects while attending general office tasks.


Direct Report


  • Senior Pastor, Head of Staff
  • Personnel Committee of First Pres. Church


Ministry Target

  • First Presbyterian Members
  • First Presbyterian staff members
  • Visitors
  • Community Members

Spiritual Maturity Required

  • Mature Christian committed to Jesus Christ as Savior and Lord
  • Strong desire to serve the people of this congregation and community. 
  • Demonstrate and ensure appropriate confidentiality necessary for church ministries
  • Possesses spiritual gift of administration

Talents or Abilities Required

  • Outgoing and cheerful attitude
  • Heart to work as a ministry team with church staff
  • Work cooperatively with IT Publications Coordinator
  • Strong organizational and communication skills
  • Ability to multitask (i.e. handle telephone, doors, office visitors, etc.)
  • Computer literate and willing/able to learn office programs (i.e. Realm database)
  • Ability to maintain spirit of flexibility during interruptions and while performing multiple general office duties
  • Willingness to recruit and oversee volunteers
  • Recognize needs/gaps/opportunities, and initiate suggestions to improve church processes
  • Attentiveness to detail
  • Physical ability to perform specified duties

Personality Traits

  • Flexible • Detailed • Service-minded •Team Player
  • Relational • Organized

Individual Passion For

  • Welcoming people, creating a climate of clear communication, completing tasks and being organized while maintaining a positive attitude


  • Proven effectiveness as an administrator in similar duties and/or position
  • Education minimum: High School degree; additional preferred.
  • Valid US Driver's License
  • Theological adherence to historic Christian orthodoxy and Agreement with First Pres. of River Forest Statement of Faith Found at:


Major Responsibilities


Communications Coordinator


  1. Coordinate and communicate information and activities among staff, committees, and other groups within in the organizational structure
  2. Provide administrative and event logistics and support for the program staff
  3. Coordinate communication and logistics for church events including retreats, progressive dinner, prayer requests, visitor contact, police department, complaints, etc.
  4. Coordinate volunteers for specific events and support the volunteers as they complete their tasks
  5. Email communications for specific instructions/reminders, as well as email correspondence in general with congregation, staff and others
  6. Point person for handling inquiries regarding weddings and funerals
  7. Maintain Pulpit flower ministry—organize donors, place orders with florist, coordinate deliveries to the church
  8. Track and communicate with visitors


  1. Easter—Lenten soup supper involves weekly shopping for supplies, helping set up with materials, communicating with volunteers as well as church-wide
  2. Advent—Support coordination of weekly candle lighting, communicate about events such as pageant, oversee the decorating of the church volunteer day (and take down)
  3. Confirmation—support communication with families, organize materials, order supplies, support communication among staff as needs involve multiple people
  4. VBS/RSG/TNT summer programs - communicate with families, track waitlist, add to classes, organize contact information, communicate lists, needs, etc. to VBS/RSG/TNT volunteers


General Office Duties

  1. Answer telephone/screen calls for pastor/answer needs if person sought is not in that day/at that time—when they can reach them, their cell number, simple questions about meetings, contact info, etc.
  2. Realm database: Maintain records, determine more ways to use it, distribute lists, conduct searches, follow visitor procedures, attendance procedure with pew pads, update records, group creation, membership details. Answer questions for staff, leadership and members about Realm  
  3. Sort mail daily/accept packages, etc.
  4. Maintain order, cleanliness, and a comfortable environment within the office.  Order and maintain office and other supplies (get good deals on paper, order candles, etc.) and monitor needs
  5. Assist the pastor with administrative support as needed
  6. Finalize weekly bulletin preparation be able to make minor corrections in Publisher. Fold and distribute
  7. Attend bi-weekly staff meetings and facilitate discussion of administrative issues
  8. Run errands such as shopping for office supplies and taking special mailings to the post office using personal car
  9. Receive visitors/help homeless visitors/direct them how best to get answers/needs met/help them make copies or send a fax, etc.
  10. Perform word processing, Realm data entry, email and other computer processes (Realm data includes member information and Sunday attendance)
  11. Print and maintain supply of in-house forms and brochures including pew pads, fax sheets, staff forms and various brochures



Performance reviews will be conducted annually by the Personnel Committee and the Senior Pastor as Head of Staff. The Personnel Committee will annually review the adequacy of compensation


Updated November 2015