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Administrative Coordinator

3 weeks ago

Roseville, California, United States Bayside Church Full time


Position: Ministry Administrative Coordinator (Adult Ministries)

Reports to: Ministry Pastor

Location: Granite Bay Campus

FLSA Status: Non-Exempt

Job Status: Full-Time

Job Summary

The Ministry Administrative Coordinator provides essential administrative, organizational, and relational support to the Adult Ministry teams and the Granite Bay Campus. This role helps ensure smooth day-to-day operations, clear communication, and an excellent experience for volunteers, staff, and the congregation. The ideal candidate is detail-oriented, highly relational, a self-starter, and someone who thrives in a fast-paced ministry environment.

Key Responsibilities

Administrative & Operational Support

  • Serve as the primary administrative support for ministry pastors and ministry team members.
  • Manage calendars, schedule meetings, coordinate appointments, and prepare meeting materials.
  • Maintain updated ministry records, files, rosters, and databases.
  • Assist with budget tracking, expense reports, invoices, and purchase orders.
  • Coordinate ministry communication, including email responses, weekly updates, newsletters, and follow-ups.
  • Support weekend service readiness by preparing materials, printing resources, and ensuring ministry spaces are stocked and organized.
  • Create, update, and distribute ministry-related documents, forms, and resources.

Event & Program Coordination

  • Assist with the planning and execution of ministry events, classes, retreats, trainings, and special gatherings.
  • Oversee event registration, attendance tracking, payment processing, and communication touchpoints.
  • Coordinate facilities requests, room setups, equipment needs, and event logistics.
  • Ensure volunteers and participants have the materials and information needed for a great experience.

Volunteer Support

  • Support volunteer onboarding by preparing applications, verifying background checks, follow-up communication, and orientation materials.
  • Maintain up-to-date volunteer schedules, rosters, and contact lists.
  • Coordinate with ministry leaders regarding volunteer assignments, communication, and appreciation efforts.
  • Help create an environment where volunteers feel valued, equipped, and connected.

Communication & Guest Experience

  • Serve as a warm and welcoming point of contact for ministry guests, parents, volunteers, leaders, and new attendees.
  • Respond promptly and professionally to emails, phone calls, and in-person inquiries.
  • Assist with weekend and midweek ministry presence as needed, helping ensure smooth operations and excellent hospitality.

Team & Campus Support

  • Work closely with the ministry pastor and staff team to help bring the ministry vision to life.
  • Collaborate across departments to support campus-wide initiatives, projects, and events.
  • Maintain confidentiality, professionalism, and a spirit of unity in all interactions.

Mission Critical

  • Consistently live out and uphold Bayside's Core Values, Staff Culture & Values, Vision Statement, and Points of Accountability.
  • Attend campus, department, and all-campus/all-staff meetings.

Requirements

Skills & Attributes

  • Strong administrative skills with the ability to manage multiple tasks efficiently.
  • Team-oriented, collaborative, and able to work effectively with staff and volunteers.
  • Excellent communication and interpersonal skills.
  • Detail-oriented and proactive problem solver.
  • Adaptable and able to work in a dynamic, evolving ministry environment.

Experience & Education

  • High school diploma required; Associate's or Bachelor's degree preferred.
  • Previous administrative or ministry support experience strongly preferred.
  • Proficiency in Microsoft Office and the ability to easily learn new systems.
  • Experience coordinating events, volunteers, or ministry environments is a plus.
  • Excellent written, verbal, and organizational skills.

Physical Requirements

  • Ability to lift up to 25 lbs.
  • Able to sit, stand, walk, and move around campus as needed for ministry operations.

Time Commitment

  • Full-time, up to 40 hours per week
  • Able to work weekends or evenings occasionally for ministry events.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.