Pastoral & Ministry Administrative Support Job Responsibilities

• Manage and maintain Pastor Mat’s calendar, including scheduling and

organizing meetings

• Review and monitor inbox communications, ensuring timely follow-up and

prioritization

• Keep Pastor Mat informed of key requests, communications, events, and action

Items

• Attend meetings and distribute notes as requested (weekly)
• Compile documents for Pastor for meetings
• Book travel if/as needed for Pastor

Staff Development Day (1-2 events per year)

• Oversee and manage the event budget to ensure responsibility and strategic

allocation of resources

• Research, secure, and book venue, transportation, and activities

• Plan and execute a meaningful and engaging experience for all staff

• Compile and coordinate all event supplies and materials

• Develop and finalize the order of service and event flow

• Manage RSVP collection and tracking for staff attendance

• Coordinate and distribute staff gifts

• Lead event setup and teardown logistics

Creative Team Gatherings (monthly or as directed by Pastor)

• Plan and schedule creative team gatherings

• Coordinate event logistics and enter details into Espace

• Prepare and organize all necessary supplies for each gathering

Staff Rallies (weekly)

• Plan and schedule weekly staff rallies, including coordinating teaching schedules

for pastors

• Communicate rally details and requirements to appropriate teams

• Prepare and organize supplies for various rally types (e.g., birthdays, holidays,

and special celebrations)

• Ensure rallies are engaging, meaningful, and aligned with Calvary culture

• Provide clear and timely communication to staff regarding rally details

Staff Care (as requested)

• Plan and execute “Joy Dealer” initiatives to foster a culture of appreciation and

encouragement among staff

• Develop creative strategies to promote staff morale and engagement

• Order and coordinate materials for weekly Joy Dealer activities

• Manage staff milestone recognition by communicating anniversaries,

coordinating gifts, and facilitating presentations during rallies

First-Time Guest Follow-Up (weekly)

• Coordinate and send first-time guest follow-up videos on behalf of Pastor Mat

Creative Team Meetings (weekly)

• Organize, label, and maintain recordings to ensure easy accessibility and

Reference

Special Services (special weekends only generally, 3-4)

• Coordinate and facilitate large-scale gifts for special occasions such as Mother’s

Day and Father’s Day (e.g. rent for a year, car, etc.)

• Collaborate with the Next Steps team to execute elements such as outdoor

experiences, congregation gifts, and SoPo beverage coordination

Production Administrative Support

• Review Espace requests

• Procure and maintain necessary supplies, equipment, and staging needs,

including upgrades, repairs, and renewals

• Schedule routine maintenance such as piano tuning

• Purchase items as need for production team/pastor

Special Events

• Plan, organize, and host green rooms for production staff collaborating with worship assistant special events and services (e.g.,

Christmas, Easter, concerts, worship nights)

• Coordinate hospitality by ordering meals, snacks, and refreshments for

rehearsals and event days

Food Truck Coordination (weekly)

• Schedule and book food trucks for Wednesday evening services

• Coordinate meal purchases for worship and production volunteers

Budget Management & Renewals (annually)

• Conduct comprehensive budget reviews and develop proposals for multiple

ministry areas, including:

o Ministry Support

o Staff Appreciation

o Audio (Osuna, Santa Fe, Westside)

o Connect Groups

o Creative Team Nights

o Decision Team

o Life Track

o Worship

o Video

o Welcome Team

Paylocity Administration

• Review and approve production timecards

• Process and approve time-off requests once approval has been given

• Manage punch corrections to ensure payroll accuracy

Additonal Tasks and Responsibilities

· Ability to maintain and respect strict Pastoral confidentiality

· Maintain and develop tracking and filing systems as needed (both electronic and physical)

· Create, update and/or maintain databases in Outlook, Excel, etc.

Characteristics, Skills and Knowledge Required

· A Christ-centered heart to serve founded on a solid foundation of spiritual maturity and ministry experience

•The heart, work-ethic, faith, and duty of a servant of Christ as Jesus Himself described in Luke 17:7-10

· Must be a member of the Body of Christ at Calvary Church Osuna/West Side/Santa Fe Campus; Calvary Church must be your home church

· Bachelor’s degree or at least 4 years of equivalent experience

· Strong organizational skills

· Ability to problem solve

· Effective interpersonal skills and a team-player attitude

· Strong written and verbal communication skills

· Demonstrates ability to cooperate with and submit to authority

· Demonstrates ability to work independently on assigned tasks