Administrative Assistant

Group Life and Care Ministry Coordinator

Church: Ward Church
Employment Status: Part-time, Hourly
FLSA Classification: Non-Exempt
Reports to: Pastor of Spiritual Formation and Care

About Ward Church

Ward Church exists to lead generations to live and love like Jesus. We are passionate about thoughtful theology, audacious generosity, healthy families, global reach, and extra-mile hospitality. Our staff culture is shaped by shared values: Model What We Teach, Give Ministry Away, Make It Better, and Fight for Each Other.

Position Summary

The Group Life and Care Ministry Coordinator plays a key administrative and relational role in supporting Group Life ministries, Care Ministry, and the Partnership/Membership Path. This position serves as a central communication and coordination hub—supporting pastors, staff, volunteer leaders, and congregants through strong organization, clear communication, and effective use of ministry systems.

This role is ideal for someone who enjoys supporting leaders, managing details, and helping ministry run smoothly behind the scenes.

Key Responsibilities

Group Life Coordination (Approx. 60%)

• Serve as primary administrative support for Group Life operations
• Maintain awareness of active groups, leaders, program cycles, and seasonal needs
• Coordinate logistics, communications, registrations, and materials with volunteer leaders
• Enter and maintain accurate group, class, and event information in Ministry Platform and eSpace
• Assist with email communications, registrations, and event details
• Support leaders with attendance processes and system troubleshooting
• Coordinate room scheduling and resolve space conflicts
• Track recurring ministry rhythms, deadlines, and upcoming priorities in partnership with the Pastor of Spiritual Formation and Care

Care Ministry Support (Approx. 20%)

• Provide administrative support to the Assistant Director of Care and Care Pastors
• Assist with funeral and memorial service logistics (notices, flowers, coordination)
• Support Care-related groups with scheduling, communication, and leader coordination
• Process care-related updates and records in Ministry Platform

Partnership / Membership Path (Approx. 20%)

• Coordinate four annual Partnership/Membership Class events
• Handle scheduling, volunteer communication, materials, and meal coordination
• Track participant progress in Excel and Ministry Platform
• Prepare member folders, assign membership numbers, and complete membership processing
• Serve as a point of contact for participants and volunteers during each cycle

Database, Systems & Administration

• Use Ministry Platform for data entry, events, attendance, and communications
• Manage room and resource scheduling through eSpace
• Monitor ministry budgets in Martus and assist with annual budget preparation
• Process purchases and invoices through Ramp
• Maintain organized digital files in Microsoft Teams, OneNote, and Planner

Communication & Materials

• Coordinate ministry emails, announcements, and updates
• Ensure Group Life and Care information is current on the church website and other platforms
• Prepare materials, printouts, and supplies for events

Additional Support

• Serve as a support and integration point between staff, volunteers, and ministry systems
• Respond to inquiries and route them to the appropriate leader or pastor
• Assist with additional ministry and administrative tasks as needed

Education & Experience

• Undergraduate degree in a related field or equivalent experience
• Prior administrative or coordination experience required
• Experience in a large church or nonprofit ministry preferred

Skills & Abilities

• Strong proficiency in Microsoft Office Suite
• Comfortable learning and working within database and scheduling systems
• Excellent communication and interpersonal skills
• Highly organized with strong attention to detail
• Ability to manage recurring tasks and seasonal workflows
• Proactive, adaptable, and able to anticipate needs

Spiritual & Cultural Fit

• Affirms and supports the mission, beliefs, and values of Ward Church
• Demonstrates the character and heart of a follower of Jesus Christ