Administrative Manager (Presbyterian Association of Musicians)

Title: Administrative Manager

Reports to: PAM Executive Director

Job Classification: 40 hours/week

Work Location: PAM office, 100 Witherspoon St, Louisville, KY 40202 

Work Schedule: 1^st Shift

Overview:

With its offices in the Presbyterian Center in Louisville, Kentucky, the Presbyterian Association of Musicians is a national organization of the Presbyterian Church (U.S.A.) for those involved in the areas of worship, music, and the arts. PAM serves and works with congregations, presbyteries, and synods to provide formative and collaborative experiences with God and neighbor to nurture relationships and create community.

Job Summary: 

To manage and support the PAM Office to ensure the success of all PAM’s offerings and resources. Provide administrative support to the PAM staff to ensure the team is working efficiently toward its mission and goals. It involves responsibility for a wide range of critical tasks and duties, and a high degree of accountability and organization, and attention to detail. The hybrid position requires time each week at the office.  The role is full time with benefits. 

Responsibilities/Essential Functions:

PAM Office:

• Lead weekly staff meetings/huddles.
• Maintain PAM’s organizational calendar.
• Post job listings to the website.
• Manage the PAM office and day-to-day correspondence, online (including general email box & social media messages) and its physical space at 100 Witherspoon Street. 
• Plan and coordinate office and committee meetings and events as assigned.
• Provide administrative support to Executive Director.
• Work with PAM staff, board, regions, and committees to provide materials and information from the Center as requested (shipping requests, copies, scheduling meetings, distributing mail, exhibit hall supplies, etc.).
• Obtain quotes for and order printed materials. 
• Primary telephone contact for PAM outside of event registrations and memberships.
• Provide (or delegate) oversight, technical support (including video recordings) for webinars and meetings.
• Set-up Zoom meetings, as requested by committees, planning committees, and/or regions.

Advertising & Sponsorships:

• Work with the Executive Director and Event Coordinator with support from the Finance & Development Committee to develop annual media kit; gather data from marketing channels and publish and promote kit throughout the year.
• Manages successful annual PAM’s advertising and sponsorship campaign.

Communications:

• Gather announcements from PAM committees and Regions, purchased advertisements, etc. for Marketing Coordinator to ensure for timely and accurate dissemination for all communication channels (newsletter, website, social media, print advertising, etc.). Provide copy when requested.
• Disseminate information, from content created/provided by the Marketing & Region Event Coordinator, via email, print media, and website. 
• Write copy (as requested) for PAM printed and online materials to implement communications strategy with regards to banners, postcards, brochures, thank you cards, emails, and website.
• Monitor PAM’s online social media presence and messages/mentions by others and respond as appropriate.

Website:

• Provide primary support to PAM’s website (public and members only pages). Create and implement website and membership portal updates – desktop and mobile - (immediate) and redesign (longer-term) to ensure website is current and relevant. Includes monitor web hosting agreements and other contracts that impact the organization’s website and domain.

Worship & Music Conference:

• Support the success of national event.
  1. Write copy (as requested) and create video content to assist Marketing & Region Event Coordinator in promoting the conference
  2. Publish created content to advertise the conference via online and print mediums including PAM’s website, emails, and external advertising opportunities
  3. Track and ensure sponsors and advertisers receive advertising for which they have paid 
  4. Provide oversight to the conference brochure mailing to members, prospects, partners
• Provide weekly registration counts for Worship & Music Conference (Dec-Jun).

Finance & Development Committee:

• Provide administrative support to support fundraising campaigns and year-round communications.

Child of Blessing Grant:

• Provide administrative support to support the work of the project staff (Program Manager, Resource Directors, Graphics Specialists, and contracted employees). 
• Draft contracts with writers/contributors, collect signatures and W-9 information, follow up as needed, and disburse payments accordingly.
• Assist, as needed, with resource publication process by helping with communication with printers and with distribution of resources.
• Enthusiastically advocate for and support the Child of Blessing program and the mission it is seeking to achieve.
• Facilitate the execution of all aspects of the program outlined and described in the grant document.

Other Responsibilities:

• Participation in Board, Committees, and Event Planning Team meetings when requested (in person and via Zoom)
• Managing all Dropbox folders to keep current.
• Creating and maintaining process and procedural documentation.
• Remain up to date on PAM board initiatives, current church trends, event/program strategies, and denominational mileu.
• Develop relationships across the PAM network and within the PC(USA).

Core Competencies:

Mission Ownership – demonstrates understanding and full support of the mission and values of PAM. Consistently embodies beliefs and values of PAM in behavioral choices and online presence.

Initiative – self-starting and regulating. Enjoys working hard. Sets demanding but achievable objectives.

Attention to Detail and Aesthetic Awareness – tends to small details while keeping larger picture in mind, resolves unanswered questions to address a problem, demonstrates awareness for cleanliness, functionality, and beauty of space, including online and print materials.

Theological Maturity – shows strong personal depth and spiritual grounding in the Reformed tradition. Awareness of issues facing the PC(USA). Ability to articulate consistent theological voice.

Creativity and Innovation – generates new ideas. Makes new connections among existing ideas to create fresh approaches. Takes acceptable risks in pursuit of innovation and learns from mistakes.

Written Communication – writes clearly and succinctly, employs correct grammar, punctuation, and patterns of speech. Clearly delivers message in a tone appropriate to the content.

Technical Expertise, including:

• Wix, Facebook, Instagram, Dropbox, Google docs, Microsoft Office Suite, Adobe Acrobat, YouTube

Benefits Information:

This position does offer Board of Pensions benefits: medical & dental, and defined benefit pension plan (100% funded by employer), optional employe employee funded 403(b). It does require for the applicant to live in Louisville. It is hybrid (not remote) with 1-3 days in the office each week.

Please email Resume to Kelly Abraham kelly.abraham@pcusa.org