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Mars Hill Bible Church

Community Life Ministry Assistant

Mars Hill Bible Church
Grandville, Michigan, United States

Date Posted: 06/16/2016
Categories: Business/Administration - Secretarial/Office
Denominations: Non-Denominational
Church Size: 3001 to 4000
Job Type: Part-Time

Job Description:

The Mars Hill Community Life Ministry Assistant will provide direct administrative support and administrative project management to the Mars Hill Community Life and Congregational Care (CL + CC) team [Community Life Groups Pastor, Community Life Education Pastor, Congregational Care Pastor, and Special Needs Coordinator] with focused execution on outstanding customer service, operating effectiveness, and personal and organizational excellence.


  • 5 years or more of administrative experience; bachelor’s degree preferred
  • Working knowledge of word processing, spreadsheet, and presentation software in current use
  • Demonstrated attention to detail and excellence in written and oral communication
  • Proven ability to interact in effective and constructive ways with a variety of individuals in a variety of settings
  • Proven organizational skills including demonstrated ability to proactively prioritize, manage, and energetically tackle multiple and simultaneous demands
  • Ability to organize and lead small volunteer teams


Proactively assist with the routine tasks and logistics of the CL + CC team

  • Anticipate needs of and provide availability to the CL + CC team
  • Process purchase requests and reconcile credit card transactions
  • Coordinate all logistics for team meetings; document the minutes; follow up with individuals or teams with necessary information
  • Maintain a master schedule for CL + CC activities, meetings, and events
  • Serve as the conduit for appointment requests and maintain staff calendars

Administrative Programming Support + Event Coordination

  • Coordinate and execute all class and event details including facility requests, set ups, clean ups, purchasing supplies, travel arrangements, necessary contracts [venues, speakers, musicians, others], expense projections and analysis, check requests, registrations, and scholarships
  • Format and proofread all written materials before printing and distributing
  • Purchase, assemble, and compile class and event materials as requested [binders, folders, etc.]
  • Recruit and lead teams of support volunteers, as needed
  • Organize and maintain hard copy and electronic files

Administrative execution of Pastoral Care Processes

  • Compile and send out weekly prayer requests
  • Coordinate Meal Team requests, hospital/home visits, and pastoral office visits
  • Order flowers for delivery as needed
  • Coordinate details and logistics for funerals
  • Coordinate pre-marriage requirements and pastor requests for weddings


Volunteer Management Support

  • Process volunteer interest, applications, references, background checks, and placement
  • Manage database system for volunteers
  • Schedule interviews/meetings for CL + CC team
  • Coordinate volunteer scheduling


Database Management

  • Create and monitor registration and attendance processes for CL + CC programs and events
  • Coordinate all placements/groups/assignments in the database; informing staff, volunteers, and participants as necessary
  • Coordinate registration and data volunteers
  • Manage database updates in a timely manner
  • Act as lead database user for the CL + CC team



  • Serve as the primary contact for CL + CC team; receiving and screening all communications, determining priority and need for attention and assuming responsibility for responding independently
  • Attend to all mail/email, highlighting action or important items
  • Draft and sending correspondence, emails, and making phone calls
  • Coordinate with Communications for the Sheet, website, and other updates


Participate as a member of the CL + CC Team and Mars Hill Staff

  • Cover front desk as scheduled
  • Attend CL + CC team meetings + MH all-staff meetings
  • Complete or assist with other duties as assigned or required