DIRECTOR OF SUPPORT SERVICES FIRST UNITARIAN CONGREGATION OF OTTAWA The position of Director of Support Services (DSS) is central to the successful operation of the First Unitarian Congregation of Ottawa. The DSS has delegated responsibility for the management of all day-to-day congregational and church operations that are not of a spiritual or program content nature. The DSS provides leadership, management and hands-on creation of solutions for the design and delivery of administrative and support services in a context of collaboration and shared influence between staff, committees and individual volunteers. The DSS does so in a manner that supports and promotes the principles of the First Unitarian Congregation of Ottawa, particularly those of promoting the inherent worth and dignity of every person; justice, equity, and compassion in human relations; and respect for the interdependent web of all existence of which we are a part. The DSS reports to the (Lead) Minister. Given that the Minister’s primary role is to provide spiritual leadership and animation to the life and outreach of the congregation as well as strategic guidance and oversight to its activities, the DSS is expected to be highly self managing in leading the Support Services group. The DSS will interact on a frequent basis with the Minister, program staff and volunteers, certain committees (such as the Property Committee) and the Treasurer. The DSS must provide direction, make decisions and take initiative for the management and delivery of all support services in ways that incorporate appropriate consultation, ensure timely problem-solving and reflect the mission, policies, budget and plans of the Congregation/Board and, as appropriate, the needs and recommendations of the Minister, (Board and Enabling) Committees and the Advisory Council on Congregation Operations. The Director of Support Services directly supervises and enables the work of three administrative staff, the Head Custodian (who in turn supervises Assistant Custodians) and Volunteer Support Office Personnel. In the context of collaboration with the congregation, the DSS has the authority to direct, prioritize and control all office and custodial work including requests from the Board, Minister, staff, committees, volunteers, members and friends. PRINCIPAL DUTIES AND RESPONSIBILITIES The following list outlines the duties for which the Director of Support Services is responsible. All duties are not applicable to every day and from time to time the Minister may assign additional duties of similar nature. Office Administration and Operations Management Ongoing Duties: Ensuring that all operational / administrative systems and processes work in a coordinated, effective manner consistent with the principles and plans of the congregation. Provide overall operations monitoring, optimization and contingency management, including resolving administrative and operational issues and congregant concerns in a respectful and efficient manner, in line with congregational governance structures and codes of conduct Implement operational policy, develop and document procedures and recommend changes to policies as appropriate, exercising judgment and taking into account perspectives of the Advisory Council and program staff/volunteers Through supervision of the Administrative Officer, maintain an accurate membership database and provide reports and support as appropriate to the Membership Committee and Stewardship Committee Purchase and ensure maintenance of equipment, supplies and furniture, as well as maintaining an inventory of all church furniture and equipment Ensure and maintain appropriate and accurate records and information management systems, including receipt and filing of Board minutes, Personnel Committee minutes and documents for personnel files and updating of the policy management manual Liaise with external service providers, municipal departments and users of the campus (such as River Parkway Preschool, Unitarian House) Occasional Duties: Participate as an Ex Officio Member in the Advisory Council on Congregation Operations (ACCO) Define changing needs for present and future service requirements, initiating solution-finding processes (frequently involving collaboration with appropriate committees etc.), ensuring solutions are found in a timely manner, seeking budget changes if needed, and implementing action plans With the guidance of the Communications Committee and any task forces that may be convened from time to time on such things as communications technology, web site, etc., ensure that the church has appropriate information technology (hardware and software) in place and in use Provide support to the Board and Personnel Committee as may be requested, including providing of logistics support and materials for the AGM, ACM and special Board meetings Human Resource Management Ongoing Duties: Provide direction, management, feedback and appraisal of performance, to the Administrative Officer, Publications Officer, Accountant and the Head Custodian (who in turn supervises the Assistant Custodians). Train and supervise Volunteer Support Office Peresonnel for a variety of reception and administrative tasks Facilitate the maintenance of healthy relationships within the staff and with congregants Occasional Duties: Administer church personnel policies, including salary and benefit programs and identification to the Personnel Committee, as appropriate, of requirements and suggested solutions As appropriate, hire, negotiate contracts and manage performance of support services contractors Determine staff training needs and implement solutions Take required action on insurance policy requirements, changes and claims Property Management Ongoing Duties: Oversee building and grounds management Exercise judgment in ensuring proper policies and procedures for building use, maintenance and security are followed, and make recommendations for changes in policy when appropriate Supervise the Head Custodian to make sure the scheduling and conduct of ongoing custodial work (including room set-up and cleaning) and security measures are handled effectively and efficiently Approve and prioritize work of the Head Custodian on plans and projects conducted by the Property Committee and ensure that his/her participation in the Property Committee as an Ex-Officio Member is effective Supervise the Administrative Officer’s performance of delegated responsibility for booking of rentals, use of rooms by congregational groups and logistics for Rites of Passage services Organize daily opening, security, issue of church keys in accordance with policy and procedure Financial Management Ongoing Duties: In collaboration with the Treasurer and the Accountant, implement and monitor policies and procedures to ensure appropriate approval processes are in place and being carried out for payment of invoices and for receipt of goods and services Through supervision of the Accountant and Administrative Officer, ensure all revenues, expenses and pledges are accurately recorded, payroll and deductions are properly administered and support is provided, on a priority and as needed basis, to the Stewardship Committee, Finance Committee and official congregation fund-raising activities. Manage petty cash Occasional Duties: Prepare draft budget figures for support services expenses and for rentals Monitor actual vs. planned support services expenditures & revenues in the context of the budget Ensure that space rental rates and guidelines are defined and implemented Communications Ongoing Duties: Through supervision of the performance of responsibilities delegated to the Publications Officer, manage church print and electronic publications, web site and media relation Act as Publisher of the congregation newspaper (i.e., “go-to” decision maker on a day-to-day basis in the context of policy and procedure developed by the Communications Committee and / or Board) Program Delivery Support Ongoing Duties: Ensure that visitors to the office are welcomed and informed and that services are provided to people in need Through supervision of the Publications and Administrative Officers, provide administrative support for Sunday services as requested by the Minister, program staff, Worship Associates and/or relevant committees (i.e., Worship, Welcome and Integration) Occasional Duties: Create the Congregation calendar, taking into account deliberations of the Advisory Council on Congregation Operations Through delegation to the Administrative Officer, provide registration support and database information as needed to the Religious Education, Youth and Adult Lifespan Programs COMPETENCIES REQUIRED The incumbent of the DSS position must be a self-starter and have strong organizational management, communication, people, collaborative problem solving and time management skills. More specifically, the DSS must: Demonstrate a caring, positive attitude. He or she must be able to provide a welcoming presence to members or visitors Demonstrate excellent communication and listening skills and show empathy and understanding when interacting with others Be able to plan, organize, prioritize, and manage a multiplicity of operational activities while demonstrating both tact and firmness, responsiveness and limit-setting in dealing with changing needs, diverse viewpoints and concerns of congregants Supervise staff and volunteers and work with others in a manner that empowers and holds them accountable Take initiative and get things done, demonstrating strong problem solving capability. Use both collaborative and directive approaches as suitable to the situation. Demonstrate good judgment and discretion, particularly when dealing with persons in crisis and persons dealing with emotionally sensitive issues. Be able to handle confidential information in a careful and secure manner Possess a generally liberal spiritual and social outlook EXPERIENCE AND EDUCATION A minimum of five years experience in office administration, operations management and supervision in a collaborative context. Proficiency in the use of computer hardware and software, including good knowledge of word processing, spreadsheet and e-mail software. Familiarity with web, network and database technologies is highly desirable. Good knowledge of standard office procedures and personnel practices. Familiarity with accounting principles is an asset Experience working in a staff role in a church or similar volunteer-based organization is highly desirable. A Bachelor's degree or diploma, with office administration, human resources, operational management, or similar specialization preferred The successful candidate will be expected to refrain from active membership in the First Unitarian Congregation of Ottawa during their term as Director. To Apply for this Position: Send a letter of interest and your resume by email only, to uuoffice@uuottawa.com. Please put "DSS application" in the subject line. The deadline for applying for this position is July 23rd, 2008. July 2008

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