Administrative Assistant for the Pastoral Care Ministry (PCM)

General Summary:

The Administrative Assistant for the Pastoral Care Ministry (PCM) provides essential administrative and logistical support to ensure the smooth daily operation of the ministry. This role is responsible for managing scheduling, initiating pastoral and clinical counseling processes, coordinating events and trainings, and maintaining ministry records and resources. The ideal candidate demonstrates excellent organizational and communication skills, values confidentiality, and reflects the compassion central to pastoral care.

Key Responsibilities:

Administrative & Scheduling Support

· Coordinate and maintain scheduling for PCM-related appointments and meetings, including counseling sessions, team meetings, training events, and workshops.

· Manage the calendar of the Teaching and Church Care Pastor, integrating PCM events with the broader church calendar.

· Serve as the initial point of contact for phone calls, emails, and in-person visits; route care requests appropriately and offer prayer support as needed.

· Act as receptionist for guests attending counseling appointments and other PCM visits.

Records, Communication & Documentation

· Prepare and archive meeting minutes for all formal PCM team gatherings; organize in BOX folders.

· Draft and distribute communication and materials for PCM events and initiatives, including workshops, wellness trainings, retreats, and Care Team enrichment.

· Maintain records and process documentation for outsourced counseling benevolence invoices, elder/deacon candidate files, ordination candidates, and premarital processes.

Event & Program Coordination

· Liaise with internal Forest Hill Church support teams (Creative, Facilities, Food Services, Tech) to coordinate logistics, marketing, childcare, and content development for all PCM-hosted events.

· Manage office and team resources, including books, supplies, and printed materials for Care Coordinators and Care Champions.

· Submit facility maintenance needs through the church’s work order system.

Premarital, Ordination & Leadership Processes

· Initiate and manage the premarital intake process for engaged couples across all campuses, ensuring forms are distributed and connections made with selected campuses and pastors via the church database.

· Facilitate ordination processes for Forest Hill staff, including applications, references, tuition requests, exam proctoring, regular check-ins w/ Teaching and Church Care Pastor, interviews, psychological testing and the ordination ceremony.

· Process elder and deacon candidates: organize handbooks, training, communication, ceremony planning, and member voting logistics (ballot).

Financial & Compliance Responsibilities

· Assist in creating and managing the PCM annual budget; ensure expenses align with approved financial plans.

· Process pre-approved payments for outsourced counseling services and seminary tuitions.

· Ensure compliance with legal, ethical, and confidentiality standards related to counseling and ministry operations.

Qualifications:

· A member of Forest Hill Church for at least 6 months.

· Previous experience in an administrative role, preferably in a counseling, healthcare, or religious setting.

· Strong interpersonal skills with the ability to represent the Church and the Care Ministry professionally and compassionately.

· Capacity to maintain strict confidentiality with sensitive information and with professional judgment

· Proficiency in or effective capacity to learn office software and technology (e.g., Microsoft Office Suite) and church-specific systems (CCB, Box, Simple Practice™, etc)

· Excellent written and verbal communication skills with leaders, colleagues, congregants, and clients

· Proficiency in following oral or written instructions with minimal supervision

· Ability to multitask, prioritize, and adapt within a dynamic work environment

Preferred Attributes:

· Familiarity with counseling practices and mental health terminology

· Experience working within a church or faith-based environment

· Ability to work collaboratively with a diverse team of professionals and in a diverse environment