Care Ministry Administrative Assistant

Description

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.
• Cookordination 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.
• Cookordinate 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.
• Cookordinate 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).
• Cookordinate 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

• 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