Ministry Support Specialist II

Job Description

Job Description

Department: Administrative Services
Reports To: Administrative Services Manager
FLSA Status: Non-Exempt
Employment Status: Full-Time
Location: Wheeler Avenue Baptist Church, Houston, Texas

ABOUT THE OPPORTUNITY

Wheeler Avenue Baptist Church is seeking a highly organized, proactive, and service-oriented Ministry Support Specialist II to join its Administrative Services team. This full-time position provides administrative, project management, and ministry event coordination support to multiple staff clergy and their assigned ministry areas.

The Ministry Support Specialist II is more than an administrative support professional. This individual serves as an operational partner who helps transform ministry priorities into organized plans, coordinated activities, and successful outcomes. Through effective project tracking, thoughtful communication, proactive follow-up, and exceptional attention to detail, this position helps ensure that ministry initiatives move forward efficiently and that commitments are fulfilled.

The ideal candidate combines strong administrative experience with project coordination capabilities, technology proficiency, sound judgment, and the ability to manage competing priorities in a dynamic, collaborative environment. This individual takes initiative, anticipates needs, builds productive relationships, and approaches challenges with professionalism and a solutions-oriented mindset.

At Wheeler Avenue Baptist Church, administrative excellence supports ministry effectiveness. The Ministry Support Specialist II helps create the organizational capacity that enables staff clergy to focus more fully on pastoral care, teaching, discipleship, ministry leadership, and service to the congregation and community.

KEY RESPONSIBILITIES

1. Administrative Support and Workflow Management

• Provide comprehensive day-to-day administrative support to multiple assigned staff clergy and their respective ministry areas.
• Manage calendars, coordinate appointments and meetings, prepare meeting materials, and support ministry-related activities.
• Track commitments, action items, deadlines, and follow-up activities to promote accountability and timely execution.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, agendas, minutes, and other ministry-related documents.
• Assist with expense reports, purchase requests, invoices, reimbursements, and other administrative transactions in accordance with established procedures.
• Maintain accurate electronic files, records, contact lists, and ministry documentation.
• Anticipate administrative needs, assess competing priorities, and recommend solutions that improve efficiency and service delivery.

2. Project Management and Coordination

• Use WorkZone or the church-designated project management platform to create, organize, monitor, and maintain ministry projects, programs, events, and initiatives.
• Partner with assigned clergy and ministry leaders to translate ideas and objectives into actionable project plans with defined timelines, milestones, task assignments, deliverables, and deadlines.
• Ensure projects and events are entered into the project management system within established planning timelines and in accordance with church protocols.
• Monitor project progress, upcoming deadlines, outstanding tasks, dependencies, and resource requirements.
• Proactively follow up with clergy, ministry leaders, staff, vendors, volunteers, and other stakeholders regarding responsibilities and deliverables.
• Maintain accurate project records, including schedules, assignments, status updates, supporting documents, and completion requirements.
• Coordinate cross-functional activities involving Facilities, Communications, Finance, Hospitality, Technology, Security, Transportation, and other church departments.
• Identify potential delays, scheduling conflicts, resource constraints, and other risks; communicate concerns promptly and escalate issues appropriately.
• Prepare or assist with project status reports, dashboards, tracking tools, and management reports.
• Support project closeout by tracking remaining tasks, collecting documentation, coordinating evaluations, capturing lessons learned, and maintaining project records.
• Promote consistent use of the church's project management system, planning standards, workflows, and administrative protocols.
• Support ministry initiatives throughout the project life cycle, from initial concept and planning through implementation, evaluation, and post-event follow-up.

3. Ministry, Program, and Event Coordination

• Provide administrative and logistical support for ministry meetings, worship-related activities, programs, workshops, conferences, retreats, and special events.
• Assist with event planning, including registration, participant communications, meeting materials, room reservations, supplies, attendance tracking, schedules, and follow-up.
• Use designated event registration and management platforms to maintain participant information, monitor attendance, and generate reports.
• Coordinate with appropriate church departments regarding facility, technology, communications, hospitality, transportation, security, and other event requirements.
• Prepare event-related documents, presentations, agendas, participant materials, and logistical information.
• Track planning deadlines and outstanding requirements to ensure assigned responsibilities are completed on schedule.
• Support event-day operations and troubleshooting, as assigned.
• Coordinate post-event correspondence, documentation, evaluations, outstanding action items, and closeout activities.
• Maintain organized event records to support future planning and continuous improvement.

4. Communication and Stakeholder Relations

• Serve as an administrative point of contact for assigned clergy and their ministry areas.
• Receive, assess, prioritize, route, and respond to routine inquiries and requests within the scope of the position.
• Communicate clearly and professionally with church members, ministry leaders, staff, volunteers, vendors, external organizations, and other stakeholders.
• Monitor requests and commitments to ensure appropriate and timely follow-up.
• Prepare and distribute communications that support ministry activities, project coordination, meetings, and events.
• Exercise sound judgment when handling sensitive matters and determine when issues require escalation to assigned clergy or the Administrative Services Manager.
• Maintain confidentiality and demonstrate discretion when handling pastoral, personnel, financial, and other sensitive information.

5. Administrative Team Collaboration and Continuous Improvement

• Collaborate with administrative support colleagues to provide consistent, reliable service across clergy assignments and ministry areas.
• Coordinate the transfer of information, pending assignments, and essential responsibilities to maintain continuity during absences or changes in coverage.
• Participate in administrative team meetings, training, and professional development activities.
• Follow established church policies, administrative procedures, workflows, documentation standards, and service expectations.
• Identify recurring administrative challenges, workflow inefficiencies, and opportunities to improve service delivery.
• Recommend and support standardized processes, templates, tracking tools, and practices that improve accuracy, efficiency, and consistency.
• Provide backup administrative support to other staff members, as assigned.
• Perform other related duties consistent with the position's purpose and organizational needs.

REQUIRED QUALIFICATIONS

Education and Experience

• Bachelor's degree from an accredited college or university, or an equivalent combination of relevant education and professional experience .
• Demonstrated experience in administrative support, project coordination, program administration, event coordination, or a related professional role.
• Experience managing multiple assignments, competing deadlines, and changing priorities in a fast-paced environment.
• Demonstrated ability to coordinate tasks, track deliverables, communicate with stakeholders, and ensure timely follow-through.
• Experience handling confidential information with discretion and sound judgment.

Technology and Software Proficiency

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Demonstrated ability to use or quickly learn project management software to organize assignments, monitor deadlines, maintain project records, and track deliverables.
• Proficiency with, or the ability to learn, event registration platforms and other digital administrative tools.
• Strong general technology skills, including electronic file management, calendar management, data entry, and document preparation.

PREFERRED QUALIFICATIONS

• Experience working in a church, nonprofit, educational institution, or other mission-driven organization.
• Experience providing administrative support to multiple executives, senior leaders, clergy, or department heads.
• Experience coordinating projects or events involving multiple departments, vendors, volunteers, and other stakeholders.
• Experience using WorkZone or a comparable project management platform.
• Experience with event registration systems and digital collaboration tools.
• Experience developing project trackers, status reports, timelines, standard operating procedures, or administrative workflows.
• Demonstrated ability to support organizational change, process improvement, or the implementation of new systems and procedures.

CORE COMPETENCIES

The successful candidate will demonstrate:

• Project Coordination: Organizes work, monitors timelines, tracks deliverables, and facilitates progress toward defined objectives.
• Organization and Attention to Detail: Maintains accurate records, anticipates requirements, and consistently produces high-quality work.
• Initiative and Problem-Solving: Anticipates needs, identifies potential obstacles, takes appropriate action, and knows when to seek guidance.
• Communication and Interpersonal Effectiveness: Communicates clearly and professionally and builds productive working relationships.
• Time Management and Prioritization: Balances multiple responsibilities, adjusts to changing demands, and meets deadlines.
• Accountability and Follow-Through: Takes ownership of responsibilities and ensures tasks are completed or appropriately escalated.
• Confidentiality and Discretion: Exercises sound judgment when handling sensitive information.
• Service Excellence: Demonstrates a responsive, collaborative, and solutions-oriented approach to supporting clergy, colleagues, church members, and ministry leaders.
• Adaptability and Continuous Improvement: Learns new systems, responds constructively to change, and seeks opportunities to improve processes.
• Emotional Intelligence: Demonstrates self-awareness, patience, discernment, and professionalism when navigating sensitive situations and competing needs.

PROFESSIONAL EXPECTATIONS

• Maintain professionalism when interacting with clergy, staff, church members, volunteers, vendors, and external stakeholders.
• Effectively manage multiple assignments, priorities, and deadlines in a dynamic ministry environment.
• Uphold church policies, procedures, and standards of conduct.
• Maintain appropriate confidentiality and exercise discretion when handling sensitive or confidential information.
• Demonstrate service excellence, professionalism, dependability, and a collaborative approach in carrying out assigned responsibilities.
• Contribute positively to the mission, ministry, and operational effectiveness of Wheeler Avenue Baptist Church.
• Demonstrate flexibility and adaptability to changing priorities and the needs of a ministry-centered environment.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• This is a full-time, in-person, non-exempt position based at Wheeler Avenue Baptist Church in Houston, Texas.
• Work is generally performed in office and ministry event settings.
• Prolonged periods of sitting and working at a computer are required.
• The position occasionally requires standing, walking, climbing, balancing, bending, stooping, kneeling, or crouching.
• Frequent use of hands and fingers for computer and other office-related tasks is required.
• Frequent verbal communication and hearing are required.
• The employee may occasionally work in elevated or other areas requiring additional caution.
• The employee may occasionally be exposed to extreme heat or cold in non-weather-related conditions.
• The noise level in the work environment is generally moderate but may vary during ministry programs and special events.
• The employee must occasionally lift and/or move more than 20 pounds.
• The position requires close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.