Ministries Administrator

Position Description - Ministries Administrator

At Trace, we believe our mission and vision should be fully embraced by everyone—especially those in leadership. Our staff are called to lead by example and help shape the culture of our church. We hold the conviction that we're not paid for performance, but for preparation. This means we work diligently throughout the week to ensure our hearts and minds are fully devoted to worship and relational ministry on Sundays and at special events. Trace staff are expected to be self-driven and committed to personal and spiritual growth, so that the ministry we lead never outpaces our ability to sustain it.

The Ministries Administrator manages behind-the-scenes systems, processes, and details related to many major ministries at Trace. This role removes administrative obstacles, optimizes existing processes, suggests improvements, and supports Ministry Directors and Pastors by performing clerical and organizational tasks so those ministry leaders can focus on the vision, direction, and relationships of their ministries. The Ministries Administrator also assists the Executive Pastor of Ministries directly. The ideal candidate is detail oriented, well organized, able to balance a variety of responsibilities, self-manage time and tasks, and work well on a team with a high degree of emotional and relational intelligence.

• Ministry Logistics and System Integration
  • Coordinate with ministry leaders to ensure calendar events, registrations, and promotion requests are created and communicated with a high degree of accuracy, public-facing clarity, and appropriate timeliness.
  • Support ministry leaders with event preparation including check-in, furniture and room reservations, hospitality touches, and other event details.
  • Support ministry leaders with managing their processes for onboarding new team members, as well as ongoing care for their teams.
  • Collaborate with the Admin Team at Trace to optimize and suggest changes to any behind-the-scenes administrative systems and processes.
• Administrative Support for Ministries Team
  • Record accurate team meeting minutes and action items.
  • Participate in whole-team efforts and conversations to improve the day-to-day operations, as well as big-picture goals of the Ministries Team.
  • Meet regularly with the Admin Team to coordinate tasks, systems, processes, etc. throughout Operations, Creative Arts, and Ministries.
• Administrative Support for Executive Pastor of Ministries
  • Support Executive Pastor of Ministries with calendar, email, and travel arrangements as needed.
  • Prepare any necessary notes and information for meetings involving the Executive Pastor of Ministries.
  • Track and report on financial stewardship of each ministry, supporting the Executive Pastor of Ministries in identifying budgetary needs, errors, etc.
  • Support Executive Pastor of Ministries with details regarding encouragement, team building, accountability, and care for the entire Ministries Team.
• Other Duties as Assigned

• Attend all staff meetings, required retreats and off-sites, team meetings, and 1-2-1 meetings with supervisor (Executive Pastor of Ministries).
• Live out and champion Trace's Cultural Leadership Distinctives.
• Participate in a Small Group and actively tithe to Trace Church.

• Strong, personal commitment to Jesus Christ and alignment with the church’s mission and values.
• Strong analytical and administrative skills with high attention to detail and accuracy
• Experience managing databases or CRM systems (preferred), Email, Event Planning software, etc.
• Strong problem-solving and systems-thinking ability
• Effective communication, follow-through, and training skills
• Ability to manage multiple tasks and deadlines
• Ability to work well with teams and support leaders
• Knowledge and discernment of the best ways to use AI to improve administrative tasks related to ministry

Employment Details

• Position Title: Ministries Administrator
• Reports To: Executive Pastor of Ministries
• Employment Type: Full-time, Salary
• Working Hours: 40+ hours/week
• Compensation: $57,800 per year  (based on experience and qualifications)
• Work Schedule: Sunday – Thursday (Fridays and Saturdays off except for special events)
• Vacation: 15 days/year
• Sick Leave: Unlimited (tracked)
• Ministry Week: 1 week per year serving in an area outside your primary ministry
• Medical Benefit: Health Reimbursement Arrangement of $2000 per person in family under 26 years old per year