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
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
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