Congregational Care and Database Administrator

Congregational Care and Database Administrator 

Department:  Congregational Life 
Reports to:  Congregational Life Pastor 
Direct Reports: None 
Status:  Full-Time 
Work Schedule: 7-hour workdays with a 1-hour break, Wednesday through Sunday.
The schedule will be one of the following two options: 

Option 1: Tuesday to Friday, plus Sunday
Option 2: Wednesday to Sunday 

Please note that the schedule details are explained in more depth at the end of the document. 

Position Overview: 

The Congregational Care & Database Administrator plays a crucial role in supporting congregational care and enhancing the sense of belonging within the church community. Reporting directly to the Congregational Life Pastor, this position blends frontline hospitality with ministry administration, ensuring that all congregants feel known, valued, and connected to the life of the church. 

This role requires a heart for ministry, a caring presence, and excellent organizational skills, along with the ability to manage and steward church records and systems with integrity. The ideal candidate will be a compassionate servant-leader who engages with the congregation through both personal interactions and administrative excellence. This position is key in ensuring the smooth operation of the church and supporting ministry teams through effective database management and care triage processes. 

Key Areas of Ministry:

The Congregational Care & Database Administrator must be a team player and a multi-tasker who thrives on radical hospitality and displays excellent interpersonal and organizational skills. In addition, he/she will have exemplary communication skills and will have demonstrated a caring/compassionate attitude towards all. 

Welcoming & Congregational Care 

• Provide support to the Congregational Life Pastor in the provision of congregational care, offering triage of care needs and handling a variety of sensitive issues.  
• Serve as a warm and compassionate presence at the front desk during ministry days. 
• Engage with congregants, visitors, and volunteers to build meaningful relationships, offering prayerful support and encouragement as needed. 
• Provide guidance and direction to help individuals find their place in the church community. 
• Courteously receive and screen all inbound telephone calls, e-mails, and visitors to The Peoples Church; refer and/or redirect calls, e-mails, or visitors as applicable. 
• The incumbent may be involved in the administration of sensitive and/or confidential material thus always requiring a high level of discretion. 
• Facilitate a response to the needs of new and existing congregants, ensuring they feel a sense of belonging. 

Church Database Administration 

• Maintain and update congregant records using Church Community Builder (CCB). 
• Track engagement, attendance, and ministry involvement to support spiritual growth. 
• Standardize and refine database processes to enhance ministry efficiency and ensure we have good records of congregants and their engagement. 
• Train and support ministry teams in using CCB to improve data accuracy and accessibility. 
• Process ministry forms related to volunteer opportunities, discipleship pathways, and event registrations. 
• Collaborate with ministry leaders to provide accurate reports reflecting church life and congregational engagement.  
• Provide insights and reports to aid in pastoral care, discipleship initiatives and living into our vision and mission. 

Supporting the Overall Church’s Mission

• Support ministry teams to enhance outreach and congregational engagement. 
• Support the Executive Pastor and Volunteer Engagement Manager with the provision of volunteer and congregational data and churchwide reports as needed. 
• Assist in church-wide initiatives that strengthen congregational life and spiritual formation. 
• Maintain a heart of service and a posture of prayer in all responsibilities. 
• Participate in staff gatherings, prayer meetings, and ministry planning sessions as needed. 
• Other duties as assigned. 

Desired Spiritual & Practical Qualifications: 

• Strong personal relationship with Jesus Christ and alignment with The Peoples Church’s Statement of Faith.
• Customer service experience, committed to serving the Body of Christ.
• Excellent interpersonal and communication skills for diverse groups.
• Administrative experience, preferably in a ministry or church setting.
• Proficient in software applications, including CCB and MS Office suite.
• Detail-oriented in managing church resources with discretion and confidentiality.
• Able to multitask and stay present in dynamic ministry environments.
• Comfortable working with vulnerable populations and applying de-escalation skills.
• Strong organizational and prioritization skills.
• Deep calling to support the spiritual well-being of the church community.

Work Schedule: 

We understand that this position comes with a unique schedule, and we want to ensure it works well for both the candidate and the team. The role offers flexibility with two possible schedule options: 

• Option 1: Tuesday to Friday, plus Sunday 
• Option 2: Wednesday to Sunday 

In addition to the flexibility, we want to highlight that there are key hours to be aware of, which are essential to the ministry's flow: 

• Wednesday: 12 PM – 8 PM (Engaging with congregants during a busy ministry day at the front desk) 
• Friday: 2 PM – 10 PM (Supporting Youth Day, interacting with youth, families, and volunteers) 

This unique schedule gives you the opportunity to help shape your hours in collaboration with us. We’ll discuss which option best suits you during the interview process, ensuring a great fit for everyone involved. 

Working Conditions:  

• Vulnerability Sector Screening must be completed  
• Full time – Sundays are mandatory  
• Working hours including evenings and weekends 
• Must attend The Peoples Church and support The Peoples Church shared mandate, Statement of Faith & Lifestyle Principles