Administrative Coordinator for Music & Arts

Job Summary

The Administrative Coordinator for Music & Arts ensures the smooth, organized, and effective operation of Plymouth’s Music & Arts ministries through skilled administration, communication, scheduling, systems management, and operational coordination.

This role supports the Director of Music & Arts, departmental staff, volunteers, musicians, artists, and congregants by coordinating ministry logistics, communications, events, publications, registrations, and organizational systems that enable vibrant artistic ministry and worship support.

The Administrative Coordinator serves as the primary administrative and operational support person for the department and exercises initiative, professionalism, independent judgment, and strong interpersonal communication in a dynamic, collaborative ministry environment.

Candidates with music degrees, church music experience, arts administration experience, ensemble participation, or familiarity with worship and performing arts environments are especially encouraged to apply.

Plymouth values professionalism, initiative, flexibility, and results-oriented work. While this position includes onsite responsibilities related to rehearsals, worship support, meetings, concerts, and ministry events, many administrative responsibilities may be completed remotely. Flexible scheduling and a reasonable hybrid work arrangement may be available in coordination with the Director of Music & Arts based on departmental needs, seasonal programming, and overall job performance.

Plymouth seeks to cultivate a healthy, collaborative, flexible, and mission-centered work environment that supports both professional excellence and personal well-being.

Anticipated start date: late July 2026.

Essential Functions

Music & Arts Administration and Event Coordination – 35%

Coordinates administrative operations and day-to-day support for Plymouth’s Music & Arts ministries.
Supports the Director of Music & Arts and departmental staff through proactive coordination, organization, communication, and operational support.
Coordinates calendars, registrations, attendance tracking, rehearsals, concerts, gallery events, seasonal programming, and special Music & Arts events.
Assists with rehearsal logistics, music preparation, worship support, concert coordination, and special programming, including Advent, Christmas, Lent, Holy Week, Easter, and Arts events at Plymouth.
Assists with planning and coordination related to tours, retreats, choir events, guest artists, receptions, and special music initiatives.
Serves as administrative liaison to volunteers, section leaders, accompanists, guest musicians, artists, and participants.
Supports long-range seasonal planning for concerts, arts events, registrations, and ministry programming.
Anticipates operational needs and develops effective organizational systems and solutions.

Publications, Communications and Marketing - 30%

Coordinates weekly worship bulletin preparation, proofreading, formatting, music/text integration, and distribution support.
Assists with music engraving, licensing coordination, and worship material preparation.
Develops, prepares, and distributes ministry communications including emails, newsletters, promotional materials, press releases, and community calendar submissions.
Coordinates marketing and publicity support for concerts, worship series, arts programming, and special events.
Assists with social media and digital communications in collaboration with church staff.
Coordinates communications with community arts organizations and media partners, including Iowa Public Radio and local arts calendars.
Maintains consistency, accuracy, branding, and formatting standards across publications, calendars, registrations, and departmental communications.

Scheduling, Planning Center, and Systems Management – 20%

Maintains ministry schedules, event coordination, and volunteer systems through Planning Center and other church platforms.
Coordinates room reservations, rehearsal schedules, volunteer assignments, and event logistics.
Maintains accurate participant records, attendance records, registrations, and ministry databases.
Assists staff and volunteers with Planning Center and Church Center support and training.
Maintains departmental administrative documentation, organizational systems, and workflow consistency.
Generates reports and identifies opportunities to improve scheduling systems, workflows, and administrative processes.

Financial and Operational Support – 10%

Processes vouchers, reimbursements, invoices, payroll materials, and departmental financial paperwork.
Assists with purchasing, vendor coordination, catering coordination, seasonal ordering, and event logistics.
Coordinates flower sponsorship communications and related administrative tasks.
Maintains office supplies, music library materials, and departmental resources.

Volunteer and Committee Support – 5%

Coordinates volunteer schedules, ministry assignments, and onboarding support for Music & Arts ministries.
Provides administrative support to the Board of Music & Arts and related committees as assigned.
Builds positive and professional relationships with volunteers, musicians, artists, congregants, guests, and community partners.
Helps cultivate a welcoming, organized, collaborative, and mission-centered ministry environment.

Qualifications

Bachelor’s degree preferred.
Formal education or significant experience in music, church music, arts administration, worship support, or ensemble participation strongly preferred.
Candidates with music degrees or church music backgrounds are especially encouraged to apply.
Minimum two years of relevant administrative, nonprofit, church, arts, educational, or communications experience required.
Experience coordinating events, calendars, communications, or ministry operations preferred.
Familiarity with music ensembles, worship preparation, rehearsal environments, or music preparation processes preferred.
Proficiency in Microsoft Office (Teams, Word, Excel, Outlook), Adobe Acrobat, and digital collaboration tools.
Experience with church management systems preferred, especially Planning Center.
Strong organizational skills and attention to detail.
Demonstrated initiative and ability to work independently with sound judgment in a dynamic, collaborative environment.
Ability to manage multiple projects and deadlines with professionalism and accuracy.
Strong written, verbal, and interpersonal communication skills.
Ability to work collaboratively with clergy, staff, volunteers, musicians, artists, and congregants.
Ability to manage fluctuating seasonal workloads and occasional evening or weekend responsibilities associated with concerts, worship services, and special events.
Christian background and ability to identify closely with the mission, vision, values, and priorities of Plymouth.
Demonstrates collaborative interpersonal skills and a commitment to healthy team culture:

*We care about one another and work to achieve common goals.

*We value collaboration and teamwork.

*We share failures and successes.

*We speak well of each other.

Criminal background check is required.

Core Competencies

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The core competencies listed below are representative of the knowledge, skill and /or ability required.

Mission Ownership: Demonstrates understanding and full support of the mission, vision, values and beliefs of the congregation; can demonstrate those values to others; consistently behaves in a manner congruent with the mission, vision, values and beliefs.
Self-Development: sets appropriate personal work objectives, measures own progress, identifies personal gaps in knowledge, understanding and skill; undertakes appropriate activities to develop needed skills; seeks regular feedback on performance; knows personal strengths and weaknesses, is sensitive to changing personal and organizational requirements and changes accordingly.
Team Orientation: demonstrates interest, skill and success in team environments; places group goals ahead of personal agendas; steps up to offer self as a resource to other members of the team; understands and supports the importance of teamwork; shares credit for success with others.
Interpersonal Skills: Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the congregation; builds appropriate rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable.
Time Management: Able and willing to focus time on tasks that are more likely to meet goals; Uses time effectively and efficiently; values time and respects the time of others; concentrates their efforts on the most important priorities; can appropriately attend to a broad range of activities.
Verbal Communication: Is able to speak articulately and clearly in a variety of communication settings and styles; can get a spoken message across that has the desired effect; Adjusts and fine-tunes communication in response to both verbal and non-verbal cues.
Written Communication: Is able to write clearly and succinctly; can get messages across that have a desired effect; clearly articulates message content and projects an appropriate tone.

Why you’ll love it here

Plymouth Congregational Church is located in Des Moines, Iowa, a city that is consistently ranked highly as a great place to live (see www.catchdesmoines.com). Since our founding in 1857, the people of Plymouth have appreciated progressive theology and embraced freedom, education, social justice, and community involvement in support of our purpose—to increase the love of God and neighbor. We believe that God is still speaking, and we seek to listen and respond in faith.

As an open and affirming congregation, we believe that the love of God extends to every last person, regardless of race, gender, creed, class, orientation or identity. Everyone is welcome here. Much of our philosophy is captured in our church motto:

“We agree to differ. We resolve to love. We unite to serve.”

Check us out on Facebook, YouTube, and Instagram, as well as our website.

Come and embrace the Spirit at Plymouth!

Compensation:

Base Salary = $43,000.00

403(b) Employer Contribution (14%) = ~$6,000.00

Health / Dental & Vision Contribution (90%) = ~$6,000.00

Estimated Total Compensation = ~$55,000.00

Paid Time Off & Holidays:

Paid Holidays = 17 Days
5 Days during week of July 4
5 Days during week after Christmas
7 other Church-recognized holidays

Vacation Time = 80 hours / 2 weeks

Personal Leave = 24 Hours / 3 Days

Sick Leave Accrual 96 Hours / 12 Days (Max accrual of 360 Hours / 45 Days)

Our benefits include:

Long-term disability insurance (100%) (45-day elimination period)
Life insurance policy equivalent to one year of base salary ($50,000 max) (100%)
Accidental Death & Dismemberment (AD&D) insurance (100%)
Flexible scheduling and hybrid work opportunities based on departmental needs and performance
Mission-centered, collaborative, and supportive workplace culture

Job Type: Full-time

Pay: $40,000.00 - $43,000.00 per year

Benefits:

401(k)
Dental insurance
Flexible spending account
Health insurance
Life insurance
Paid time off
Parental leave
Vision insurance

Work Location: Hybrid remote in Des Moines, IA 50312