Job Description

Columbia First UMC

Columbia, Tennessee 38401

Full Time , On-Site

Columbia First United Methodist Church Columbia, Tennessee

Administrative Coordinator

Status: Three-Quarter to Full Time (30-40 hrs/week) | Salaried Reports To: Senior Pastor Compensation: $30,000-$48,000 annually (supplemental Aflac Dental & Vision provided)

Position Summary

The Administrative Coordinator serves as the front office manager and operational hub for Columbia First UMC, managing event logistics, coordinating administrative details across multiple staff and ministries, and removing administrative burdens from ministry staff so they can focus on spiritual leadership and program excellence. This role is essential to the church's 2026-2028 strategic initiative, enabling sustainable growth through professional operations management.

This position requires someone who thrives on bringing order to complexity, takes ownership of details others overlook, and finds satisfaction in making ministry staff more effective by handling what would otherwise distract them from their calling.

Primary Responsibilities

Event & Project Management (35%)

• Logistics point person for church events from planning through execution (vendors, supplies, timelines, setup/teardown, parking, signage, etc.)
• Coordinate with ministry directors to ensure events have proper administrative support
• Create and maintain event planning templates, checklists, and timelines
• Serve as primary point of contact for external vendors and service providers
• Ensure events run professionally with appropriate follow-through

Sunday Hospitality & Guest Services (15%)

• Provide on-site administrative support during Sunday morning worship services
• Coordinate Sunday nursery volunteer scheduling and check in with volunteers during worship
• Oversee and support hospitality and guest services volunteer teams
• Serve as the face and voice of the church for guests and members
• Handle Sunday morning operational needs so pastoral staff can focus on worship and people
• Ensure seamless guest experience and follow-up in coordination with the Associate Pastor(s)

Administrative Hub & Operations Support (30%)

• Provide executive assistance to the Senior Pastor (calendar management, meeting preparation, correspondence, priority coordination)
• Field and route administrative questions so staff can focus on ministry (office supplies, facility issues, vendor contacts, community members, assistance requests, process questions)
• Support ministry directors (Children's, Youth, Creative) with scheduling, coordination, and administrative tasks
• Handle routine correspondence, forms processing, and documentation
• Coordinate insurance questions and facility use requests with Facilities Director
• Serve as backup for finance and facilities staff when needed
• Other duties as assigned to support church operations and ministry effectiveness

Systems & Process Management (20%)

• Support implementation and transition of church systems (database, email, phone/text, etc.)
• Document processes and create operational guides for key church functions
• Identify and resolve administrative bottlenecks before they become problems
• Maintain organizational calendars and coordinate scheduling across staff
• Coordinate volunteer scheduling for major events and administrative needs
• Ensure effective information flow between staff, volunteers, and congregation

Qualifications

Essential Skills & Experience

• Proven project management ability with experience coordinating multiple events or initiatives simultaneously
• Strong organizational systems: you naturally create order, follow through reliably, and track details others miss
• Professional communication: clear written and verbal skills with ability to interact confidently with vendors, volunteers, and congregation
• Technology proficiency: comfortable with Microsoft Office/Google Workspace, church databases, and learning new software quickly
• Problem-solving orientation: you identify issues early and resolve them independently without creating drama
• Ownership mentality: you take responsibility for seeing things through to completion
• Public-facing skills: comfortable being the welcoming face of the church to guests and members

Preferred Experience

• 3+ years administrative, operations, or project coordination experience
• Event planning or hospitality industry background
• Experience in nonprofit, church, or volunteer-dependent organization
• Familiarity with church management software (Planning Center, ChurchTrac, etc.)

Personal Characteristics

• Self-directed: minimal need for detailed instructions; you figure out what needs to happen and make it happen
• Calm under pressure: churches have lots of moving parts; you keep things running smoothly without stress affecting quality
• Team player: supportive of ministry staff, willing to pitch in where needed
• Detail-oriented: nothing falls through the cracks on your watch
• Emotionally intelligent: able to work with diverse personalities and navigate church dynamics with grace
• Comfortable with church culture: understanding of (or willingness to quickly learn) how churches operate

Schedule & Working Conditions

Schedule:

• 30 hours per week
• Sunday: 8:00 AM - 12:00 PM (4 hours)
• Monday-Thursday: 8:00 AM - 3:00 PM with lunch break (6.5 hours per day)
• Occasional additional evening or weekend hours for major church events (with advance notice)

Work Environment:

• Church office setting with standard office equipment
• Sunday morning presence in worship and hospitality areas
• Interaction with staff, volunteers, vendors, and congregation members
• Fast-paced environment during major event seasons
• Collaborative team atmosphere with ministry-focused colleagues

Physical Requirements:

• Ability to sit or stand for extended periods for computer work
• Occasional lifting/moving of supplies or event materials (up to 25 lbs)
• Walking church facility to coordinate logistics and support events
• Standing and greeting guests during Sunday morning services

Why This Role Matters

Columbia First UMC is in a strategic rebuilding phase following a significant congregational transition in 2023. We've grown from 30 to over 160 weekly attendees and are building sustainable systems to support continued growth.

This position isn't just administrative support. It's a strategic investment in ministry capacity. By creating operational excellence and removing administrative burden from ministry staff, you'll enable them to focus on what they do best: spiritual leadership, program development, and caring for people. Your work directly supports the church's ability to grow and serve our community effectively.

We're looking for someone who wants to use their organizational gifts to enable ministry, not just do tasks. If you find joy in making complex things run smoothly and get satisfaction from helping ministry staff be more effective, this role will be deeply fulfilling.

How to Apply

Submit the following to jobs@columbiafumc.org:

1. Resume
2. Cover letter explaining why this specific role interests you and describing a complex project or event you successfully coordinated
3. Three professional references

Application Deadline: April 15, 2026

Questions? Contact jobs@columbiafumc.org

Columbia First United Methodist Church is proud to be an equal opportunity employer.

Organization: Columbia First UMC

Contact: Stephen Sauls

Phone: 9313883306

Closing Date: 04/15/2026

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