St. Columba's Episcopal Church

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Operations | Admin. Assistant

Operations Manager

Anticipated Opening
St. Columba’s Episcopal Church ~ Washington, DC

St. Columba’s Episcopal Church is located in upper northwest Washington, DC. It is the largest parish in the Diocese of Washington. As both a neighborhood church and a center for the community, St. Columba's celebrates five services on Sundays, including two designed for preschool children and their families. During a typical week the parish hosts more than 50 meetings, worship services and events.

In collaboration with the Chief Operating Officer (COO), the Operations Manager (OM) works to ensure the smooth and efficient daily operation of the parish. Major responsibilities include: managing the parish calendar, supervising housekeeping and administrative support staff, assisting with facilities management, managing the front office and assisting with technology needs. The OM is an integral member of the staff team of 25 and is primarily responsible for providing excellent hospitality to those using the parish’s facilities.

Parish Calendar Management

• Maintain the parish calendar and room reservations for both internal and external groups;
• Interface directly with internal and external constituents to ensure room setup requirements are met;
• Work directly with external vendors that are required for events (caterers, bartenders, etc);
• Provide pricing, contracts and invoices for external groups renting space at St. Columba’s;
• Communicate with staff regarding upcoming events and the impact they will have on parish activities;
• Serve as primary contact for the scheduling of weddings and funerals.

Housekeeping Staff

• Recruit, train and supervise the parish’s 4 full-time housekeeping staff members;
• Schedule housekeeping staff according to the needs of the parish;
• Ensure that appropriate cleanliness standards are met;
• Ensure that rooms/spaces are presentable and properly set up;
• Order housekeeping supplies as needed, including paper goods for dining and other events.

Facilities Management

• Assist the COO with day-to-day facilities management;
• Serve as primary contact for routine facilities contractors (pest control, lawn care, kitchen equipment service, etc.);
• Maintain inventory of parish property;
• Provide input regarding facilities related renovations and upgrades;
• Maintain building control schedule for both security and HVAC systems.

Front Office

• Schedule, train and supervise the front desk staff
• Manage contracts for office equipment and orders supplies as needed (fax, copier, postage machine, etc.)
• Maintain the phone system: ensure voice mail messages, service times, etc. are up-to-date
• Maintain weekly service attendance data.


• Assist staff with access issues - login, passwords, etc.
• Manage the building automation system (BAS), which controls heat and air conditioning.
• Manage the security system assuring doors are open/locked as needed issue security credentials to staff and parishioners.
• Assure that computer software is up-to-date
• Serve as administrator for the parish’s member database
• Troubleshoot minor computer problems/issues (Mac/OS/iOS).

During the program year, office hours are 9 am to 5 pm Monday-Thursday and 9 am to 4 pm on Fridays. Summer office hours are 9 am-4 pm, Monday-Friday. Occasional evening and Sunday hours are required.

The successful candidate will be detail-oriented and will have outstanding customer service skills. Experience with ACS software is highly desirable, as is experience working in a church environment.

A competitive compensation package including full benefits is offered.

Interested candidates should submit a cover letter and resume to No phone calls, please.

Click below for more information:
Job Description (PDF)
2014 Parish Profile

Administrative Assistant

St. Columba’s Episcopal Church ~ Washington, DC
Hours: Full Time
Reports to: Associate Rector for Worship

Purpose & Summary

The administrative assistant (AA) supports worship and pastoral care for the church. This includes preparing all worship bulletins and material, assisting clergy in providing pastoral support to parishioners, and performing general administrative support to clergy. In addition, AA is a member of the larger staff team, collaborating to fulfill the mission and programs of the church. This position requires an individual with a unique mix of organizational and administrative skills as well as a caring pastoral heart.

Duties & Responsibilities

Liturgy Administration
• Supports quarterly liturgy planning meetings, working with associate rector for worship to calendar meetings, set agenda, capture and disseminate decisions from the meeting, and accurately translate meeting decisions into worship materials.
• Ensures all bulletins and worship materials are prepared in a timely and professional manner, consistent with the parish’s high standards for worship. Works collaboratively with clergy and liturgy team to design, layout, and proofread bulletins for Sunday services, weddings, funerals and special services throughout the year. Prepares other materials to support worship (e.g., Presider’s Binder, Lay Readers’ binder, large-print worship materials, PowerPoint presentations) as needed.
• Prepares the agenda for weekly liturgy meeting, takes notes at the meeting and follows up, as necessary.
• Provides staff support as needed to the volunteer coordinators of all liturgical ministries including but not limited to altar guild, flower guild, vergers, LEM’s and lectors, et al.
• Notifies the conveners of liturgical ministries of any changes, requests and special instructions in design or execution of worship.
• Prepares the weekly Constant Contact email for the week’s readings and posts the readings to the appropriate page on the parish website.
• Prepares and posts to website text and audio from Sunday sermons.
• Prepares baptism certificates and other worship related certificates as requested.
• Gathers clergy schedules to assist in preparation of rotas for preaching, presiding, etc.

Pastoral Support
• Working with associate rector for pastoral care, provides high touch pastoral care support to parishioners.
   - Provides caring, appropriate response to parishioner requests regarding pastoral needs received via phone, email or in person.
   - Forwards requests and escalates calls to the appropriate individual for follow up and action.
   - Maintains a caring, empathetic, heart-felt and thoughtful presence in all interactions with parishioners and pastoral support staff (lay and clergy).
   - Initiates emails/notes as expressions of caring, especially related to significant life events or anniversaries of events.
• Coordinates healing ministers (17 individuals) and prayer chain.
• Produces and distributes intercessions for Sunday worship services, coordinating bulletins, lay readers’ binder, and presider’s binder.
• Maintains prayer lists for:
   - Prayers of People on Sundays
   - Daily Morning Prayer
   - Prayer Chain
   - Newsletter
• Supports pastoral ministries:
   - Updates pastoral data
   - Maintains hospital visiting information
   - Administrative support for Pastoral Team
• Attends, takes notes, and disseminates information for weekly pastoral meetings and updates lists/database as necessary.

Clergy Support
• Provides additional administrative support to clergy and staff as needed so that they can more readily perform their ministries. Additional support to be coordinated and approved by associate rector for worship.

Team Collaboration and Support
• Participates and contributes to staff meetings and periodic evening meetings as needed.
• Collaborates and supports team members.
• Understands and forwards the mission of the church.
• Coordinates with Director of Communications; posts weekly events on Facebook.


• Able to work in coordination with clergy, staff, parishioners and lay leaders.
• Possess a compassionate heart for those in need and be service oriented.
• Good judgment – ability to respond appropriately to needs and honor confidentiality.
• A gift for and spirit of compassion.
• Able to communicate effectively, both orally and in writing
• Able to work independently, take initiative, and complete tasks with minimal supervision.
• Able to consistently prioritize, sequence work, solve problems and meet multiple deadlines with accuracy and high-quality output.
• Attention to detail in producing attractive print material.
• Able to edit work of others for publication.

• 4-6 years administrative experience
• Previous experience writing, editing and producing worship bulletins, service announcements and other written media. Parallel experience will be considered.
• Familiarity with the Episcopal liturgy preferred.
• Organizational and task management skills.
• Database system experience and skill (e.g., ACS)
• Experience working with Adobe InDesign or alternative desktop publishing software (LucidPress, Scribus, Framemaker, QuarkXpress, Microsoft Publisher).
• High-level computer proficiency: MacOS, Google Office Suite, and Microsoft Office (Word, PowerPoint, Excel) will be utilized daily.

• College degree preferred

To Apply:
Please send cover letter, resume and contact information for three professional references to Paul Barkett, Chief Operating Officer, at No phone calls, please.

Click here to download the Job Description (PDF)

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