Program Operations Assistant Jobs in Belleville, NJ

Position Summary

The Ministry Operations Assistant provides on-site support to the Senior Pastor as needed, including hospitality, guest engagement, and meeting preparation. The ideal candidate is highly organized, proactive, detail-oriented, and demonstrates a Christ-centered spirit in all interactions.

This position also serves as a key administrative and operational partner to the Assistant Pastor of Engagement, Ministries, and Discipleship, supporting the planning, coordination, and execution of ministry initiatives, events, and daily operations. This role is essential to ensuring that all ministries function with excellence, organization, and alignment with the church's mission.

Reporting Structure

This position reports directly to the Senior Pastor and Assistant Pastor of Engagement, Ministries, and Discipleship and works collaboratively with the Executive Assistant, ministry leaders, and church staff.

Primary Responsibilities

Administrative Support to Senior Pastor

• Provide support to the Senior Pastor as needed during on-site activities
• Greet and receive guests with warmth, professionalism, and hospitality
• Prepare meeting spaces, including refreshments and materials
• Assist with in-person meetings and ensure all logistical needs are met
• Assist with special projects as assigned by Senior Pastor
• Coordinate with the Executive Assistant to ensure seamless communication flow between on-site operations and remote support

Ministry & Administrative Support to Assistant Pastor

• Provide direct administrative support to the Assistant Pastor, ensuring seamless day-to-day ministry operations
• Manage calendars, scheduling, and coordination of meetings related to ministries and events
• Assist with the preparation, organization, and execution of ministry programs and initiatives
• Support all ministry leaders with logistics, communication, and operational needs
• Submit and track check requests, invoices, and budget-related documentation
• Print, prepare, and distribute materials for meetings, services, and ministry activities
• Maintain organized records and documentation related to ministry operations

Event Planning & Execution

• Coordinate and execute logistics for ministry events, programs, and special initiatives (room set up, materials preparation, hospitality arrangements, etc.)
• Assist in planning details including space setup, materials, timelines, and volunteer coordination
• Serve as on-site point of contact for events, funerals, weddings, staff meetings and special programs ensuring smooth flow and troubleshooting as needed
• Support the organization and execution of church-wide gatherings, conferences, and ministry meetings
• Perform other duties as assigned by the Assistant Pastor

Operations & Coordination

• Ensure ministry-related tasks and assignments are completed efficiently and on time
• Serve as a point of coordination between ministries, staff, and leadership
• Anticipate needs and proactively address operational gaps
• Prepare letters and packages for outgoing mail
• Perform additional duties and special projects as assigned

Qualifications

• A bachelor's degree is preferred.
• A clear testimony of faith and a vital, personal, and growing relationship with Christian beliefs evidenced by attitude and behavior.
• Minimum of 2-3 years of administrative or reception experience, preferably in a church, nonprofit, or professional office environment.
• Strong ability to work with a diversity, equity, and inclusion lens.
• Experience with VOIP phone systems and multi-line telephone management.
• Proficiency with Microsoft Office Suite and data management systems (experience with Planning Center Online, Salesforce, or similar platforms is a plus).
• Excellent verbal and written communication skills with the ability to represent the church professionally.
• Strong organizational skills with exceptional attention to detail and ability to manage multiple priorities.
• Ability to work independently while also collaborating effectively with remote team members.
• High degree of professionalism in dealing with diverse groups of people, including church members, community leaders, donors, and visitors.
• Demonstrated ability to maintain confidentiality and exercise discretion with sensitive information.
• Flexibility and willingness to work beyond standard office hours for special events as needed.
• A positive attitude, good sense of humor, and ability to remain calm and professional in a dynamic environment.
• A warm, welcoming demeanor with a commitment to excellence and service.

Work Schedule

This position requires on-site presence Sunday through Thursday, with the expectation of remote availability on Fridays and Saturdays as needed. The role also requires flexibility to be available on Fridays, Saturdays, or in the evenings to support special events or services.