Counseling Ministry Administrative Assistant

McLean Bible Church; Town of Vienna (WI); On-site; USD 48,000 - 64,000; Full time

Job summary

McLean Bible Church is seeking a Counseling Ministry Administrative Assistant to support the Director of Counseling by coordinating ministry operations, maintaining forms and policies, budgeting, and handling administrative tasks.

The role emphasizes confidentiality, organization, and proactive problem-solving, with some travel for ministry events as needed.

Qualifications

• Minimum of two years’ experience in administration and strong organizational skills.
• Bachelor’s degree preferred, at a minimum. However, will consider education/experience.
• Must have general experience working in counseling situations and able to be supportive in crisis situations.
• Must be able to manage multiple projects and meet deadlines.
• Must be a team player with excellent communication and organizational abilities.
• Must be detail oriented and proficient with standard computer tools.

Responsibilities

• Partner with the Director of Counseling in leadership, development, and execution of the Counseling Ministry.
• Facilitate connection of congregants to care opportunities; answer inquiries.
• Serve as primary contact for counseling inquiries and manage intake requests.
• Track, monitor, and report counseling requests and care needs for timely care coordination.
• Assist in crisis response and follow-up care for counseling concerns.
• Provide logistical support for counseling events and trainings.

Skills

Administration

Organization

Communication

Teamwork

Crisis support

Budget tracking

Event coordination

Education

Bachelor’s degree preferred

Experience in administration acceptable

Tools

Concur

Martus

Sage

Ministry Platform

eSpace

Biblicare

Job description

Counseling Ministry Administrative Assistant

Full Time Tysons, Vienna, VA, US

The Ministry Administrative Assistant provides support to MBC’s counseling ministry, under the supervision of the Director of Counseling, in its efforts to promote the broader church-wide call to help more people experience abundant life in Jesus by ensuring the effective coordination of ministry operations, administrative processes, communication, and organizational details.

The Ministry Assistant serves the Director of Counseling by attending to the general operation of the ministry and assists in addressing the Church’s short- and long-term goals. Ongoing

administrative assistance to the counseling ministry includes, but is not limited to, support in the execution of caring initiatives, receiving and assessing incoming counseling needs, organizing and executing details of counseling events and trainings, reviewing and updating forms and policies approved by the director of counseling, budget planning and tracking, expense reports, and assisting in ministry operational needs.

The Assistant will be expected to have a true passion for serving as a support of confidential care (spiritual and emotional), and for providing information crucial to one’s mental, emotional, and spiritual health needs. This position requires a highly organized and detail-oriented individual who consistently demonstrates excellence in managing multiple priorities, meeting deadlines, and maintaining accuracy in all aspects of the role. The ability to anticipate needs, initiate solutions, exercise sound judgment, and work proactively without constant direction is essential for success.

This role requires a general understanding of counseling and may require preliminary and limited engagement in counseling-related situations.

Duties and responsibilities (Essential Functions)

The following items describe some of the ways this individual will accomplish this task:

• Partner with the Director of Counseling in the leadership, development, and execution of the Counseling Ministry.
• Help facilitate connection of congregants to potential care opportunities. Answer ministry related inquiries and information requests.
• Serve as the primary contact for counseling inquiries, managing intake requests through ministry platform and other related intake needs.
• Manage and oversee systems for tracking, monitoring, and reporting on counseling requests and care needs at Tysons and at times across MBC, ensuring timely response, appropriate care coordination, and effective utilization of ministry resources.
• Assist in crisis response and follow-up care for counseling-related concerns.
• Assist with various ministry events - provide all logistical support and coordination for events from early planning to the completion and closure of events and trainings.
• Aid in evaluation and implementation of care related programs and activities including (but not limited to) Re-Engage, Preparing for Marriage, Re-Generation, Share the Struggle groups, care related seminars, classes, and leader trainings.
• Provide financial record - keeping and support for the counseling and other care-related ministry (including handling disbursement requests, setting up and tracking expense and budget accounts, preparing invoices for payment, requesting reimbursement for ministry expenses, ordering supplies; use MBC’s expense reporting system – Concur, Martus, and Sage)
• Provide database entry in MBC’s data management system (Ministry Platform, eSpace, Martus, and Biblicare).
• Occasionally assist in the organizational needs related to funeral and wedding inquiries.
• Aid in creating and maintaining appropriate, enews, ministry directory, and website content.
• Recruit and supervise volunteer help, as needed.
• General office duties such as preparing emails and reports, scheduling meetings and calls, upkeep of the offices, ordering supplies, reviewing documentation for print or publication.
• Other duties as assigned by the Director of Couneling.

Qualifications

• Minimum of two years’ experience in administration and the ability to show excellent organizational skill.
• Bachelor’s degree preferred, at a minimum. However, will consider education/experience.
• Must have general experience working in counseling situations and able to be supportive in crisis situations. Counseling training desired but not required.
• The Ministry Assistant must be able to quickly transition from one project to another and be able to manage multiple projects while meeting deadlines.
• Must be able to work well with others as an encouraging and supportive team member.
• Must be detail oriented and organized and currently using methods of organization.
• Must be self-motivated and have confident decision-making abilities
• Must possess excellent verbal and written communication skills, including proficiency in editing.
• Must have a high level of computer knowledge and some basic computer tech skills.
• Must have good people skills and be comfortable engaging people’s stories for assessment and referral.
• Passion for serving the church.
• Must be a member of MBC or is willing to become a member. Regular attendance on Sundays is expected.

Working conditions

• The Ministry Assistant position typically works business hours (M-F) but may be required to work some nights and weekends for special projects.
• This is an onsite role with minimal option of telework as it aligns with the MBC Employee Handbook.
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, sound and tech systems, and copy machines.
• This position requires up to 5% travel (To conferences and events with the Director as needed).

Physical requirements

Must be able to read, speak, and hear without limitations. Must be able to effectively, accurately, and clearly communicate both orally and in writing. While performing the duties of this job, the Administrative Assistant is regularly required to sit, talk, hear, walk, bend, kneel, and lift. The Administrative Assistant is required to be able to lift and carry items that can weigh 25 pounds or more for short distances.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.