Care Ministry Administrative Assistant

Description

Objective

The Care Ministry Administrative Assistant provides administrative, logistical, and relational support to the Care Ministry. This role ensures effective coordination of care-related programs, communication, and recordkeeping while serving as a key point of contact for members, staff, and the community seeking care, support, and resources.

Essential Job Functions

Administrative & Database Management

• Maintain accurate records in the church database (Rock), including pastoral care notes, attendance, registrations, and contact updates.
• Manage group and serving team records to ensure accurate communication and reporting.
• Maintain Care Visitation records and assist leadership with scheduling and coordination of visits.
• Communication & Coordination
• Monitor and manage the Care Ministry email inbox; route inquiries to appropriate staff or volunteers.
• Respond to incoming calls, emails, and care/prayer requests from church members and the community.
• Communicate regularly with Care Ministry volunteers, providing reminders, updates, and support.
• Coordinate with staff across departments (IT, Communications, A/V, Facilities) to support ministry needs.

Prayer & Care Support

• Intake, process, and distribute prayer requests (weekly Prayer Digest and urgent requests).
• Maintain and monitor the Prayer Dashboard, ensuring accuracy and appropriateness of submissions.
• Coordinate the Prayer Card Ministry, including scheduling and supplying volunteers.
• Send care communications such as encouragement cards, sympathy notes, and follow-ups.

Program & Event Support

• Schedule and manage room reservations for support groups, classes, funerals, and special events.
• Coordinate room setup needs with Facilities.
• Support ongoing care programs including Celebrate Recovery, DivorceCare, GriefShare, Dementia Support, and Stephen Ministry, maintaining registrations, attendance, and website information for all care programs.

Funeral & Care Services

• Assist the Care Ministry Director with funeral and memorial services (planning and day-of support).
• Coordinate flower orders in accordance with church policy.
• Schedule and mail “Journeying Through Grief” resources to families.

Benevolence & Community Care

• Serve as secondary contact for benevolence requests.
• Submit referrals to community partners (e.g., GRACE) as appropriate.

Financial & Operational Support

• Track and reconcile monthly credit card expenses and submit reimbursements.
• Monitor and help manage the Care Ministry budget.
• Maintain supply inventory and purchase necessary materials for ministry activities.

Team Participation

• Attend weekly or monthly staff meetings as required.
• Participate annually in church-wide discipleship initiatives (e.g., Rooted).

Work Schedule

• Full-Time (40) hours, occasional evening or Friday/Saturday hours, if needed.

Qualifications

Knowledge/Skills/Abilities

• Be a Biblically based and spirit filled Christian, ascribing to the vision and beliefs of Compass Christian Church.
• Be a stable, mature and growing Christian with an exemplary personal, marital and family life.
• Be of moral and spiritual integrity in all areas.
• Champion and follow the 12 Staff Commandments
• Strong organizational, communication, and multitasking skills, with demonstrated experience in calendar management, event logistics, volunteer coordination, database management, and administrative support is required.
• Able to handle detailed requests and work independently
• Attention to detail and accuracy in recordkeeping
• Discretion and confidentiality with sensitive information and demonstrate compassion, emotional maturity, and professionalism
• This role requires flexibility for occasional evenings, funerals, and weekend ministry events, as well as the ability to perform light physical tasks such as setting up rooms, organizing supplies, lifting ministry materials, and standing for extended periods during events or services.

Education/Experience Requirement

• High School Diploma or GED required
• 3-5 years of administrative experience, preferably in a church, non-profit, ministry, or care-related environment, along with 1-3 years of ministry or volunteer coordination experience
• Proficiency with databases, Microsoft Office, and basic financial tracking
• Experience with ROCK RMS is strongly preferred