Office Administrator

Office Administrator

Tapestry Unitarian Universalist Congregation (Tapestry UU)

Lake Forest, California

January 2026

Position Summary

The Office Administrator is the primary administrative and communications hub of Tapestry UU. This position supports the minister, staff, Board of Trustees, committees, and congregation by ensuring smooth day‑to‑day operations, clear communication, accurate records, and well‑coordinated use of facilities and systems. The Administrator embodies a calm, welcoming, and professional presence and helps translate congregational life into effective administrative processes.

Status, Hours, and Supervision

Hours: Approximately 20 hours per week (time accrued will work toward UUA retirement program)

Work Location: Hybrid (on‑site office hours required--preferably 3 Sunday mornings a month; some remote work possible by agreement)

Supervisor: Minister

Oversight: Board of Trustees

Schedule: Office hours and work schedule are established in writing in consultation with the Minister

Regular reporting, questions, and non‑routine issues are directed to the Minister.

Policies

This position is subject to all Tapestry UU personnel policies and procedures.

Core Skills and Competencies

Strong written and verbal communication skills

Excellent organizational and time‑management abilities

Ability to work independently with minimal supervision

High degree of discretion and confidentiality

Capacity to maintain a calm, non‑anxious presence in sensitive or complex situations

Proficiency with office and church management software, including:

o Google Workspace (Docs, Sheets, Calendar)

o Microsoft Word and Excel

o QuickBooks Online

o Breeze database

o Email marketing platforms (e.g., Mailchimp)

o Website content management systems (WordPress)

o Online giving and payment platforms (Venmo, Paypal, etc.)

PRIMARY RESPONSIBILITIES

1. Congregational Communications

Calendar & Announcements

Maintain the master congregational calendar

Gather meeting & event information from staff, committee leaders, and the Minister

Prepare and distribute weekly electronic and printed announcements

Worship Support

Finalize the weekly Worship Script (shared doc) and send to participants

Send weekly reminders to worship participants if information is not inputted

Prepare visitor and replacement name tags as requested

Special Communications

Create and distribute electronic flyers and special announcements

Prepare printed materials for events when needed

Phone, Email, and Mail

Manage the main office phone and voicemail

Respond to congregational email inquiries (primary communication channel)

Follow established protocols for requests for financial assistance

Manage incoming and outgoing mail

Purchase postage and mailing supplies as needed

1. Pastoral and Memorial Support

Provide administrative support for memorial and celebration‑of‑life services

Coordinate event logistics with families, Memorial Committee, musicians, custodial staff, and off‑site partners (minister prepares program)

Prepare and print Orders of Service

Track and support special needs for services

1. Administrative Coordination

Prepare monthly administrative reports for the Board

Submit staff hour reports for payroll processing

Communicate pastoral or congregational concerns to the Minister

Maintain current committee rosters and leadership lists

Support Membership and Stewardship teams with new member materials and packets

1. Financial Administration (in collaboration with Treasurer / Bookkeeper)

Using QuickBooks Online

Pay bills and reimburse approved expenses with proper documentation

Enter and track pledges, donations, fundraising income, and payments

Maintain organized digital and hard‑copy financial records

Prepare quarterly pledge statements (electronic and paper as needed)

Provide financial reports to committees as requested

Organize records for annual financial review or audit

Order checks and bookkeeping supplies

1. Facilities and Space Coordination

Building and Vendor Liaison

Serve as primary administrative liaison for custodial staff and outside vendors

Coordinate room setup requests and building use schedules

Maintain supply inventories (office, worship, membership)

Refer rental requests to Building & Grounds Chair

Access and Security

Track and assign building keys and access codes

Maintain records of access permissions

1. Calendar and Space Scheduling

Develop and maintain the annual master calendar

Coordinate space requests and program scheduling

Ensure calendar accuracy across internal systems and the website

1. Database and Records Management

Using Breeze (or equivalent)

Maintain accurate membership and friend records

Update contact information promptly

Generate lists, labels, and reports for staff and leaders as needed

1. Directory Production

Produce and distribute the congregational directory twice a year

Manage directory opt‑in lists

Prepare electronic and paper copies as requested

Support new members with directory inclusion

1. Website & Social Media Administration

Upload weekly announcements, Board minutes, and monthly staff reports

Post event information

1. Denominational and External Records

Maintain UUA‑related records and subscriptions

Update congregational listings with the UUA and regional bodies

Process Fair Share and other denominational payments

Complete annual member certification processes as required

Physical and Work Requirements

Ability to work at a computer for extended periods

Ability to lift and carry materials up to approximately 25 lbs

Ability to work occasional weekends or evenings for special services or events (with schedule adjustments)

Core Values Alignment

The Office Administrator supports and advances the mission and values of Tapestry UU, including Justice, Equity, Transformation, Pluralism, Interdependence, and Generosity, and helps create systems that reflect care, transparency, and welcome.

after 1000 hours, employer will add 10% to UUA retirement plan

English, good spoken and written skills