The Community Church of NY Unitarian Universalist
40 East 35th Street, New York, NY 10016

Mission:  To Grow as a Caring, Justice-Making,
Anti-Racist, Diverse Spiritual Community

Vision:  To Build the Beloved Community

Working Draft as of June 12, 2008
This position description detail is a work-in-progress.
We expect that this will evolve and will be further refined
by the Business Administrator and the Board of Trustees.

The Business Administrator manages the administrative, business, and financial matters of the congregation with a high degree of independence, fiscal responsibility, and strategic planning and vision.

Reports directly to and works with the board of trustees at a strategic level to maximize the use of all our assets to further our vision and mission. Works closely with the Board of Trustees, officers of the congregation, and infrastructure committees.

The Administrator is the Business Manager of the congregation and is responsible for all day-to-day administration and shall provide administrative leadership and support for the ministries and programs of the congregation.

This position manages and supervises all administrative and facilities personnel, currently seven full time staff. We have a two million dollar annual budget funded largely through a significant endowment and real estate investments, including an on-site 21-unit guesthouse/residential rental.

The Administrator supervises the production and maintenance of financial records, non-ministerial staff, maintenance and repair of congregation property, the use of facilities, and implementation of communication initiatives and implements the policies adopted by the Board of Trustees.

The Business Administrator will be instrumental in operational realignment (changing congregational systems, space utilization and staffing) to become more efficient and able to engage in new programs and ministries in support of our vision, Mission, and our strategic plan, which will be assessed, developed, and adopted in 2008-09.

General Functions of the Administrator:

• Allocates resources for implementation of the strategic plan
• Insures that operating procedures, staffing and daily functioning, including assignments of tasks, division of labor, and workflow, are adequately budgeted and are adequate to meet operating requirements
• Conducts analyses of existing practices, staffing needs, and daily functioning, and presents results of analyses and recommendations for change to the Board.
• Takes leadership in arranging for or providing the training of staff in current and new technologies and for support of new activities and directions as they become part of staff responsibilities
• Works collaboratively with the Board of Trustees chair, the Senior Minister, the Director of Lifespan Religious Education, Membership Coordinator, Director of Music, Church Council chair, and the other officers and lay leadership of the congregation.

Financial

• Supervise financial reporting and record keeping handled by the bookkeeper, supply the Treasurer, Finance Committee and the Board with such financial information as needed, prepare budgets, and assist the Treasurer.
• Supervise the receipts and disbursements of the annual pledge drive, funds, mailings and reports. Work collaboratively with the pledge committee. 
• Review purchasing procedures for cost effectiveness and efficiency.
• Prepare the annual budget in consultation with the Treasurer and Finance Committee; follow-up with committee chairs on their budgetary needs.
• Assist Treasurer and Finance Committee with financial analysis and monitor business operations (including rental of facilities and the 13 Guest House Units.)
• Assist the bookkeeper as needed with preparation of monthly payroll and financial statements.
• Assemble all documentation required for the annual audit.
• Insurance reviews and recommendations

• Provide leadership and supervise the support of annual pledge campaign, planned giving, and capital campaigns. Assist the Chair of the Annual Pledge Drive as required and assist the Board of Trustees to develop more effective fund-raising efforts.

Property Maintenance

• Supervise maintenance and repair of the property, in consultation with the Building and Grounds Committee
• Supervision of the maintenance staff, repairs and security issues. Identify necessary upkeep.
• Make recommendations to committees and Board on all real estate improvements and alternative uses of space to maximize mission fulfillment.
• Supervise the solicitation of bids, review contracts and procedures, and monitor work.

Staff Supervision

• Supervise non-ministerial staff (currently 4 office, 3 maintenance/ custodial). Coordination with Membership Coordinator and Director of Lifespan Religious Education, who report to Senior Minister.
• Periodically review duties with each staff member and evaluate staffing needs in consultation with the Board of Trustees and thePersonnel Committee.
• Periodically review personnel policies and procedures and make recommendations to the Personnel Committee.
• Recruit and hire staff as need arises.
• Annually review, and revise as required, in consultation with the Personnel Committee, job assignments, tasks and job descriptions, update current job descriptions and suggest training and professional development that would help staff in their job performance.
• Set performance standards for non-ministerial staff and provides evaluations at least annually.
• Informs non-ministerial staff of deficiencies and sets requirements for remediation and correction.
• Advises Board of Trustees on issues of training, retention, removal, promotion and hiring of non-ministerial staff.

Space Reservations and Guest House Management

• Supervise reservations and use of congregation facilities by congregation and outside groups.
• Supervise the Facilities Scheduler / Guest House Operator.
• Supervise Implementation and upkeep of a multi-functional web-based calendar system: with public, members, leaders, staff views. 
• Manage congregation owned-rental apartments in 5 buildings adjacent to the main congregation building

Board and Committee Support

• Attend and advise, as a non-voting member, meetings of The Board of Trustees, Church Council, Finance Committee, Personnel Committee, Building and House Committee, and Congregational Quarterly Meetings.
• Perform other duties as assigned by the Board of Trustees

Records

• Develop expertise in the use of any software selected by the congregation, including capacity to teach its use to other staff; Oversee maintenance and backup integrity of all non-ministerial congregation records and make them available to members as appropriate, including supervising of Windows-based computer system (currently Automated Church System – ACS software), wired server and wireless network, and work stations.
• Review system and procedures for maintenance of membership records, including need for breakdown of mailing lists, and need for and possible uses of additional information about members.
• Continue implementation of computer system in areas of word processing, financial data processing, membership records, email, mailing lists and other uses, with appropriate back-up and recovery systems.
• Assure the maintenance of an archival and reasonably current backup copy of all data, both electronic and physical, off-site with a tested plan for their use if needed
• Identifies potential new technological approaches to existing routine tasks; analyzes operations to determine where improvements can be made to more effectively use presently available technological tools so as to free work time to engage in new activities.
• Direct the preparation and distribution of all meeting notices and minutes of the Board, Congregation and certain committees, and all reports and physical and electronic mailings to the Congregation.
• Review and prepare list of all items mailed regularly from the congregation indicating source, frequency, purpose and cost.
• Analyze use of internal and external printing facilities.
• Make recommendation for improvement and possible cost reduction in conjunction with use of email and web site.
• Establish staff responsibility for assisting with committee work and doing work for volunteers and make recommendations as appropriate.

Publications and Publicity

•  Work with the Senior Minister and Membership Coordinator to support the weekly, monthly and extra publications.  Provide direct supervision for all communications consultants/contractor, including public relations firm, webmaster and web consultants.

Our Ideal Candidate

Extensive business experience with multitasking, preferably in a congregational environment.  Comfortable with financial statements, computer systems and hiring contractors.

Collegial and motivational - Can inspire staff to improve skills and techniques during slow times.  Knows when to consult the Board Chair and Minister and when to decide and act. 

Sensitive to individuals' needs but able to say no to inappropriate requests from congregation members and renters.

Unitarian Universalist member, or liberal religious congregation member, preferably a congregationally governed congregation.

The Position Offers

Competitive pay based on experience.

Four weeks of vacation per year to start

Excellent family medical benefits plan

Church sponsored retirement plan contributions

Opportunities to learn and promote Church Business Administration best practices on a national level

Our well-endowed church has been in continuous operation for 180 years.

Convenient to many public transportation options in the shadow of the Empire State Building

UUA Guidelines for Fair Compensation (Large II) plus exceptional benefits including four weeks of paid vacation, fullfamily medical coverage, and a 10% employer contribution to pension plan. For more information, and instructions on how to apply, please see http://ccny.org/jobs/

To be considered, you may e-mail your cover letter and résumé (as Word or PDF files) to jobs@ccny.org with the subject "Business Administrator Candidate"