Administrative Coordinator at United Methodist Communications Columbia, TN

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  strategic initiative, enabling sustainable growth through professional operations management.

• 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

• 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)

• 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

• 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

• 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

• 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, Church Trac, etc.)

• 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…