Position: Student Ministry Administrative Assistant

Location: Granite Bay

Reports to: Student Ministry Pastor

FLSA Status: Non-exempt

Job Status: Full-time

The Student Ministry Administrative Assistant supports the Student Ministry team, pastors, volunteers, students, and parents. This role requires excellent communication skills, a positive attitude, and the ability to multitask effectively. The Student Ministry Admin will provide professional and courteous assistance via phone, email, and in-person interactions.

The ideal candidate is detail-oriented, organized, and capable of handling multiple responsibilities with accuracy. They must be proactive, adaptable, and tech-savvy with the ability to learn new programs and systems with ease. Most importantly, they should have a heart for serving others and a deep commitment to the church’s mission.

 General Responsibilities

• Process event registrations and manage confirmation communications.
• Prepare requisitions for payments.
• Assist with volunteer team development and leadership.
• Support the creation of reports, graphs, and statistical data as needed.
• Manage general email and social media communications.
• Perform other duties as assigned by the supervisor.

Position-Specific Responsibilities

• Handle office tasks, generate reports, reserve rooms, update databases, and order event supplies.
• Organize meetings for leaders, teams, and parents (including invitations, catering, and room setup).
• Oversee the check-in process for all events, ensuring waivers are completed.
• Create and maintain event registration processes.
• Recruit, mentor, and support volunteers.
• Screen phone calls and direct inquiries to the appropriate contacts.
• Work with finance to negotiate contracts related to ministry needs.
• Manage accounts receivable and payable.
• Maintain professional and encouraging communication across all channels.
• Anticipate needs and proactively ensure smooth ministry operations.  

Mission Critical Responsibilities

• Uphold the Bayside Core Values, Staff Culture & Values, Vision Statement and Points of Accountability for Staff.
• Represent Bayside Church with professionalism, discretion, and integrity.
• A faithful follower of the Lord and member of Bayside Church.
• Maintain open and frequent communication with your supervisor, staff and team.
• Flexibility and grace to accept and adapt to sudden changes in the plan.

Qualifications

• A strong and growing relationship with Jesus, evident in personal and professional life.
• Bachelor’s Degree or equivalent combination of education and experience.
• Strong administrative skills and event coordination experience.
• Exceptional multitasking skills, with a proactive and follow-through mindset.
• Proficient in using modern technology tools, with a solid understanding of basic computer operations and the ability to quickly learn new applications and systems.
• Passion for relational ministry and working with students.
• Excellent communication skills with diverse audiences.
• Ability to thrive in a fast-paced and evolving environment.
• Highly organized, detail-oriented, and creative.  

Time Commitment

• Full-time
• Availability for evening and weekend commitments as required.

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.