Ministry Support Associate

Ministry Support Associate

The Ministry Support Associate provides direct support to the Ministry Support Coordinator by assisting with special events, communicating with servants via phone and email, troubleshooting technical issues, and guiding congregants through serving requirements. This role serves as the first line of support for volunteers, ensuring they have a positive experience from initial interest to actively serving.

Key Responsibilities

1. Special Event Support (Variable Hours)

• Assist with servant sign-up coordination for church-wide events (The Peak, Love Bomb, Easter, VBS, Freedom Celebration, Fall Festival, Thanksgiving Pickup Party, and Toy Shop, etc.)
• Monitor sign-up responses and follow up with prospective servants
• Send reminders to servants regarding upcoming event shifts
• Support event-day logistics as needed (check-in and assignments)
• Communicate event details clearly to servants (times, locations, dress code, parking)

2. Phone & Email Communication (Primary Focus)

• Phone Calls: Reach out to servants regarding: missing or incomplete background checks, expired certifications or Life Track requirements, event confirmation and scheduling, following up on unanswered emails, general servant inquiries and questions
• Email Communication: Send introductory emails to new servants, follow up on pending applications, relay policy updates and serving reminders, coordinate schedule changes with servants and ministry leaders

3. Technical Assistance for Servants

• Assist servants with logging into the Ministry Platform portal
• Guide users through the sign-up process for events
• Troubleshoot common login issues (duplicates, creating an account, helpdesk forms.)
• Help servants navigate their servant profiles and update contact information
• Assist with submitting background check requests and tracking status
• Escalate unresolved technical issues to the Ministry Support Coordinator
• Respond to questions about serving requirements and next steps

4. Serving Requirements Support

• Help new servants understand Life Track completion requirements
• Track individual servant progress toward meeting all serving requirements
• Follow up with servants who have incomplete applications
• Connect servants with the appropriate ministry leaders for interviews
• Maintain tracking notes on servant progress and communicate status updates to the Coordinator

5. General Administrative Support

• Assist with quarterly roster update requests to ministry leaders
• Help maintain organized records and filing (digital and physical)
• Cover basic Coordinator duties during PTO or high-volume periods

Qualifications

• High School Diploma or equivalent
• Strong verbal communication skills comfortable making and receiving phone calls
• Patient and friendly demeanor ability to guide volunteers through technical steps
• Comfort with technology and willingness to learn the Ministry Platform system
• Organizational skills with attention to detail
• Ability to multitask and prioritize in a busy environment
• Team player with initiative
• Servant-hearted genuinely enjoys helping others
• Strong conflict resolution skills
• Flexible schedule (holiday availability expected)
• Requires physical capabilities including lifting 30-60lbs, standing and walking for long periods
• Must call Calvary Church their home church and attend one in-person weekend shift per weekend.

Key Differences from Full-Time Coordinator Role

This part-time assistant role focuses on direct servant support and communication rather than:

• Database system administration
• Policy development
• Board reporting
• Financial management
• Strategic planning for events

The Assistant operates under the direction of the Ministry Support Coordinator, handling the tactical, people-facing tasks that keep servants engaged and compliant.