Care Ministry Administrative Assistant

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.