Administrative Assistant - Production

Job Description

Part-Time Production Administrative Assistant

Reports To: Production Supervisor/Manager
FLSA Status: Part-Time, Non-Exempt
Estimated Weekly Hours: ~26–28 hours (varies slightly based on prorated meeting times)

Position Summary

The Production Administrative Assistant supports the Production Department by providing administrative, scheduling, communication, and coordination support. This position ensures smooth weekly operations, accurate documentation, organized planning workflows, and helpful volunteer care. The ideal candidate is detail-oriented, highly organized, and passionate about supporting ministry through excellent behind-the-scenes administration.

Primary Responsibilities & Estimated Weekly Hours

Administrative & Planning Support

• Blueprint (Calendar / HUB Updating) – 2 hrs/week
  Maintain and update Production’s Blueprint calendar, planning timelines, and HUB administrative tasks.
• HUB Requests – 2 hrs/week
  Process Production-related requests submitted through the HUB and ensure timely communication and completion.
• Credit Card Reconciliation – 1 hr/week
  Collect receipts, categorize purchases, and submit weekly credit card reports.
• General Ordering & Inventory Support – 1 hr/week
  Assist with ordering supplies, equipment needs, and tracking purchase status.
• Point of Contact for the Department – As needed (included within weekly hours)
  Serve as the primary administrative contact for internal ministries, volunteers, and staff requiring Production support.
• Planning Center Management – 2 hrs/week
  Update service plans, upload necessary documents, and ensure accuracy across all Production Planning Center schedules/items.
• Weekly Manuscript Administration
  Create, email, print and distribute Sunday Script from Welcome, order of service and Teaching Pastor’s Manuscript.

• Ministry Spotlight / Blueprint / Set-Up Production Playbook (Prorated) – 1 hr/week
  Assist with content, updates, and administrative prep for departmental playbooks and ministry highlight coordination.

Staff & Volunteer Support

• Staff and Volunteer Scheduling – 1 hr/week
  • Maintain and update staff scheduling for weekend services, events, and weekly responsibilities.
  • Maintain and update volunteer scheduling for weekend services for Spanish, Deaf and Portuguese Ministries.
• Volunteer Appreciation – 1 hr/week
  Coordinate birthday cards, prayer requests, thank-you notes, and general volunteer care.
• Volunteer Attendance Tracking – 1 hr/week
  Record weekly volunteer attendance, follow up with team leads, and support onboarding/communication.

Sunday Production Support

• Sunday Responsibilities – 6 hrs/week
  Provide onsite administrative support during Sunday services including volunteer coordination, check-in, scheduling needs, and various operational tasks.

Media & Content Management

• Podcast Uploads (No Editing Required) – 1 hr/week
  Prepare and upload completed podcast files, add descriptions, schedule posting, and ensure correct metadata.

Meetings (Prorated Weekly)

• Employee Prayer – 1.5 hrs/week
• Production Meeting – 2 hrs/week
• Blueprint Meeting – 2 hrs/week
• Staff Meeting – .5 hrs/week (based on a monthly 2-hour meeting)

Qualifications

• Strong administrative and organizational skills
• Ability to manage multiple tasks and meet weekly deadlines
• Comfortable learning and using digital tools such as Planning Center, HUB, and shared calendars
• Strong written and verbal communication
• Professional, friendly, and ministry-minded demeanor
• Ability to work Sundays is required

Work Environment

• Hybrid of weekday office hours and onsite Sunday responsibilities
• Includes regular coordination with volunteers, staff, and ministry teams
• Fast-paced environment requiring flexibility and attention to detail

Salary : $15 - $18