Parish Administrator and Assistant to the Pastor
About Holy Cross Lutheran Church — Our Employment Environment
Holy Cross Lutheran Church in Herndon, Virginia, is a welcoming, inclusive, and faith-centered congregation of the Evangelical Lutheran Church in America (ELCA). Guided by our mission to “gather in grace, live in love, and serve with purpose,” we foster a collaborative, compassionate, and respectful environment rooted in Christian faith, service, and community.
As a Reconciling in Christ (RIC) congregation, we are committed to embracing diversity, affirming the dignity of all people, and promoting belonging, equity, and inclusion. Our staff and ministry leaders work together to support meaningful worship, congregational life, and outreach to the wider community.
We seek employees who value teamwork, demonstrate kindness and professionalism, respect diverse perspectives, and are committed to supporting the congregation’s mission and ministries.
Position Description
The Parish Administrator and Assistant to the Pastor supports the mission and ministry of the congregation by ensuring efficient administrative operations, maintaining accurate and
confidential records, coordinating church activities and resources, and providing direct
administrative assistance to the Pastor and congregation leadership. The position facilitates
effective communication, collaboration, and coordination among staff, ministry
leaders, volunteers, and the congregation.
Qualifications
The ideal candidate will possess strong organizational, administrative, interpersonal, and communication skills, with demonstrated proficiency in Microsoft Office and Apple (Mac) applications, digital communications, and office management systems. A minimum of two years of relevant administrative experience is preferred; experience in a faith community or nonprofit setting is highly desirable. Candidates must demonstrate sound judgment, discretion, attention to detail, the ability to maintain confidentiality, and the capacity to manage multiple priorities independently and collaboratively. A welcoming, compassionate, and service-oriented demeanor, along with an understanding of and respect for the mission, values, and ministries of the Evangelical Lutheran Church in America (ELCA), is essential.
Administrative Duties and Responsibilities
Position Accountability: The Parish Administrator and Assistant to the Pastor reports to the Pastor and is accountable to the Congregation Council, in accordance with the congregation's established policies and procedures.
Primary Responsibilities
Administrative and Pastoral Support: Provide comprehensive administrative and organizations support to the Pastor, Congregation Council, Director of Music and Liturgy, and congregation ministry leaders. Manage the Pastor’s calendar, schedule appointments, and visitations. Coordinate with the pastor on staff meeting agendas, and other administrative priorities. Maintain an accurate and up to date congregational prayer request list, ensuring appropriate confidentiality and timely communication of prayer concerns. Assist in identifying pastoral care needs within the congregation and promptly communicate those needs to the Pastor for appropriate follow-up. Work closely with the Communications Specialist to facilitate timely and accurate dissemination of congregational information, ministry announcements, and other church communications. Serve as the primary point of contact for church visitors, members, and staff members.
Records Management and Confidentiality: Under the Pastor’s direction, oversee the maintenance, organization, security, and confidentiality of official congregation and parochial records, administrative files, and church keys and access records. In collaboration with the Pastor, Congregation Council, and ministry leaders, coordinate the preparation of the congregation’s annual report and submission of the “Congregational Report” to the Metropolitan Washington, D.C. Synod.
Church Operations and Scheduling: Coordinate daily administrative operations, including maintaining the master church calendar, scheduling congregational activities, managing facility reservations and space allocations.
Worship and Volunteer Coordination: Collaborate with the Pastor, Director of Music and Liturgy, and ministry leaders to recruit, schedule, and coordinate worship assistants and congregation volunteers. Assist the Pastor and Director of Music and Liturgy in the preparation and production of weekly worship bulletins and bulletins for special worship services. Manage flower dedications, including scheduling and ordering arrangements.
Purchasing and Financial Administration: Coordinate the procurement of office supplies, equipment, and other authorized congregation resources. Track rental payments in accordance with established financial procedures.
Facility and Property Coordination: Prepare facility rental agreements and maintain related records. Collaborate with the Property Committee Chair to coordinate maintenance and repair requests, assist in identifying appropriate vendors (landscaping, snow removal, fire inspections, supplies, etc.), facilitate vendor communications, and monitor scheduling and completion of authorized work.
Special Events and Project Support: Provide administrative, scheduling, and logistical support for congregational programs, special events, ministry initiatives, and projects, coordinating with church staff, volunteers, and external ministry partners and service providers as needed.
Employment Terms and Conditions
Hours of Work: The Parish Administrator and Assistant to the Pastor shall be required to work a minimum of 20 hours per week, which may include weekends, holidays, and evening hours as necessary. The position's normal hours are Monday-Thursday 11:00am to 4:00pm.
Background Check Requirement: The successful candidate will be required to undergo a criminal background check as a condition of employment, in accordance with the congregation’s policies.
Comments