Make an eternal difference!

A growing Baptist church in Pickering, Ontario is seeking a Director of Administration and Operations to lead and contribute to a small team caring for the administrative and operations needs of the congregation. Reporting to the Lead Pastor, the Director of Administration and Operations will have overall responsibility for the general administrative, financial and facilities management functions of the church. As well, this person will have a key role in leading and empowering the lay ministry leaders in their roles.

We believe the attributes which would allow a person to be successful in this role are a passion for the church as Jesus’ primary institution here on earth, demonstrated ability to lead small teams into growth and productivity, capacity for multi-tasking and at least some exposure to the areas of general and financial administration and facilities management. An enjoyment for working with people is a necessary requisite.

Our preference will be for a candidate with post secondary education but demonstrated practical experience in the priority areas will be more important.
To learn more about this opportunity, please forward a current resume to Brian Wardlaw, Lead Pastor at bwardlaw@bayfairbaptist.ca

Position Title: Director of Administration and Operations
Reports to: Lead Pastor
Direct Reports: Financial Administrator, Office Administrator, Custodian, Ministry Council

General: This position is responsible for all administrative, financial, communication and plant management functions of Bayfair Baptist church.
Duties:

Note: This is a comprehensive list set up to capture the full scope of the position including those tasks which will be delegated to direct reports. However, even for the whole team, this task list will be challenging. Therefore, a priority setting process will be established to define phases of implementation.

Administrative:
•Develop an appropriate Strategic Action Plan process in support of the goals assigned to the Lead Pastor by the Board of Deacons/Board of Directors (BOD). Engage all of the staff in the planning process at least annually.
•Gain agreement on the priority issues and develop quarterly action plans with responsibilities assigned by function.
•Review the organization chart as to appropriateness to achieve the goals and recommend any desired changes.
•Review and update the Role Descriptions for each staff member; ensure all staff are aware of each other’s roles.
•Hire and release staff as necessary.
•Conduct weekly team meetings to review priorities and near-term plans and clear barriers.
•Provide appropriate coaching to individual members of the administrative team.
•Develop an appropriate Human Resources plan including relevant policies, goal setting, annual appraisals, compensation plans, conflict resolution processes, training and coaching, succession planning/recruiting. Ensure all regulatory requirements are met.
•Organize, orient and lead special project teams as required.
•Develop and maintain an IT and media management plan appropriate to Bayfair including appropriate licensing.
•Prepare and manage a process for the use/rental of the church facilities.
•Maintain an up-to-date register of Criminal Record Checks.
•Act as the main point of contact for Bayfair Daycare.

Financial:
•Work with the Financial Administrator and the Finance and Audit Committee (FAC) to prepare an annual “strategic” budget. Establish appropriate processes to capture input from the pastoral team and Ministry Leaders.
•Collaborate with the BOD in gaining the approval of the membership for the budget.
•Maintain accurate financial records and provide monthly financial updates to the Lead Pastor and BOD. Take corrective action on any out-of-budget situations
•Establish, with the Financial Administrator, a process to provide financial information to the Ministry Leaders (budget and actual) as needed.
•Ensure policy compliance in terms of contracts, purchase controls and expenditure controls.
•Work with the appointed auditors to obtain an annual audit “review”.
•Arrange with the FAC to conduct an annual internal audit.
•Conduct an annual review of the donations/teller/recording process seeking compliance and potential enhancements.
•Arrange to develop and maintain an asset register.
•Arrange appropriate insurance.

Communications and Relationships:
•With the Lead pastor, establish an overall communications plan for Bayfair.
•Establish appropriate protocols for internal and external communications.
o Assist in maintaining a high profile for the churches Purpose Statement and Goals.
o Web site, advertising, public relations, street sign etc
o Bulletins, bulletin inserts, mass emails, annual reports etc
•Establish and chair an appropriate rhythm of staff team meetings.
•Establish and chair quarterly combined staff and Ministry Council planning & review meetings. Seek ways to ‘network’ Ministries for increased effectiveness.
•Conduct an annual audit of each Ministry to ensure/encourage compliance with the churches agreed goals.
•Recommend for termination all ministries or initiatives not aligned with the Purpose and goals of Bayfair.
•Prepare information for the BOD as requested by the Lead Pastor.
•Attend BOD meetings (at the Lead Pastor’s invitation) to provide information and provide information on BOD decisions to the staff.
•Establish a process to welcome and integrate people new to Bayfair, establish their gifting and encourage acceptance of meaningful roles.
•Establish a disciplined process to follow-up people who have ceased to be regular attendees. Provide support as appropriate.
Plant management:
•With the custodian and/or Maintenance committee prepare an annual capital improvement plan. Arrange budget approvals.
•With the Custodian and/or Maintenance Committee prepare an annual maintenance/preventative maintenance plan. Implement.
•Arrange and manage appropriate contracts for cleaning, grounds keeping, snow removal etc.
•Ensure that the building is maintained is a pristine condition.
•Conduct annual security and fire safety reviews.
•Arrange correction of any facilities issues for Bayfair Daycare.

Other
•Other duties as assigned by the Lead Pastor.