Tasks and Roles for the Settled Search Process

Part of The Settled Ministry Search Handbook

March 17, 2026

check boxes being checked off by red pencil

The settled search process requires good planning for the work of search by determining who will be responsible for which tasks and assigned to needed roles.

This section includes a comprehensive list of roles and their responsibilities and/or tasks, separated for clarity. Some of the items and roles can be easily combined in whatever configuration works for your team. (Some tasks may have non-confidential parts that can be delegated to leaders outside of the search team.)

Soon after learning one another’s gifts and strengths at the retreat, the search team should meet to decide on who will hold each role and be accountable for each task in this section. Feel empowered to combine and assign the roles in the way that works best for the team, based on gifts, interests, and availability.

Search Team Roles and Tasks
Ongoing Roles	Phase 3 Roles	Phase 4 Roles
Chair (aka convener)	Web presence manager	Interview coordinator
Communications Coordinator	Congregational assessment coordinator	Pre-candidating weekends coordinator
Treasurer	Small group meetings & focus groups coordinator	Hospitality coordinator
Process observer	“Break Barriers, Build Beliefs” coordinator	References coordinator
Negotiating team member	Search profile coordinator	Candidating week coordinator
	Documents packet assembler

In This Section

Search Team Chair
From LeaderLab

The chair (or convener) of the search team supports the work of the search team with their tasks, and usually is the UUA liaison.
Search Team Communications Coordinator
From LeaderLab

The communications coordinator is responsible for both internal and external communications. The role may be split.
Search Team Treasurer
From LeaderLab

This person maintains the financial records of the search team, writes reimbursement checks, and tracks the search budget.
Web Presence Manager
From LeaderLab

A congregation’s online presence is a critical part of how it presents itself to the world. At a minimum, materials should be up to date and include information about congregational life and activities.
Congregational Assessment Coordinator
From LeaderLab

The congregational assessment is an opportunity for the congregation to reflect on the ministry, as it has been so far, before beginning a new chapter with a new minister.
Small Group Meetings and Focus Groups Coordinator
From LeaderLab

Following the congregational assessment, which provides a broad brush understanding of the congregation’s needs, the search team provides interactive opportunities for the congregation to discuss the congregation and its needs and hopes for its next minister.
Break Barriers, Build Beliefs (B4) Coordinator
From LeaderLab

The workshop helps the congregation understand about issues and bias around race, gender, disabilities/health concerns, and sexual orientation.
Search Profile Coordinator
From LeaderLab

The search team uses the MinistrySearch system to present itself to potential applicant ministers. The coordinator makes sure it’s completed properly.
Documents Packet Assembler
From LeaderLab

The documents packet is a collection of supplementary materials. The documents will give applicant ministers concrete information from the congregation.
Interview Coordinator
From LeaderLab

The interview coordinator is the point person for the interviews of potential candidates, including scheduling logistics, script and structure.
Pre-Candidating Weekends Coordinator
From LeaderLab

Pre-candidating weekends are the opportunity for the search team to interact with and experience the ministry of the candidate to help answer the question “Could this minister be a good match for our congregation?”
Hospitality Coordinator
From LeaderLab

The role of hospitality coordinator can vary, depending on how travel arrangements are worked out between the candidate(s) and the search team.
References & Research Calls Coordinator
From LeaderLab

Checking references making research calls—important parts of the search process—are usually done by members of a sub-team, coordinated by the references and research calls coordinator.
Process Observer
From LeaderLab

Designating a process observer for your search team meetings is a great way to assess and monitor how meeting time is being used and how team members are in relationship with one another.
Candidating Week Coordinator
From LeaderLab

The candidating week coordinator is the point person who manages the schedule and logistics during the week so it runs smoothly.
Negotiating Team Member
From LeaderLab

The teams drafts a ministerial agreement and negotiates the agreement with the ministerial candidate after the candidate accepts the verbal offer.