Careers

Operations Administrator

Job Status: Part-Time, Maximum 28 Hours per Week

Compensation: $20.00 per hour

Target Start Date: Nov. 2, 2026 or earlier

Build the operational backbone of a growing discipleship ministry — and fund the next chapter of its impact.

Position Summary

The Operations Administrator provides administrative, financial, data, communications, and operational support to Ascending Leaders. This position maintains the recurring systems and processes that support effective ministry operations, financial accountability, donor stewardship, and organizational growth.

Key responsibilities include day-to-day administration; Salesforce CRM data entry and reporting; internal financial documentation and tracking; Global accounts receivable/accounts payable (AR/AP); grant and restricted-fund tracking; deposits; donor administration; KPI reporting; communications support; and preparation of information needed by the Director of Operations, and President/CEO.

The Operations Administrator primarily executes, maintains, documents, tracks, coordinates, and reports within established organizational processes. Strategic decisions, financial analysis, organizational prioritization, and final approvals remain with the Director of Operations as applicable.

Core Responsibilities

1. Financial Administration & CFO Leverage Support

• Maintain accurate internal documentation and tracking for organizational income and expenses, including donations, contract payments, grants, invoices, employee expenses, credit card activity, checks, and other financial transactions.
• Review documentation for completeness and appropriate internal coding; track incoming payments, complete approved deposits and bank transfers, maintain supporting documentation, and generate assigned invoices.
• Prepare and organize financial information required by CFO Leverage for bookkeeping, reconciliation, budgeting, forecasting, financial reporting, and other contracted accounting services.
• Compare internal tracking with financial reports, identify discrepancies or missing information, and coordinate routine follow-up with the Director of Operations and CFO Leverage.
• Support streamlined financial processes, appropriate internal controls, and the transition of financial information into QuickBooks or other approved systems.
• Provide accurate supporting information for budget monitoring, cash-flow awareness, financial planning, and recurring financial requirements such as Texas Sales and Use Tax reporting, as applicable.
• Be the staff person responsible for most purchases within budget.

2. Global Work & Financial Administration

• Maintain internal AR/AP tracking for Ascending Leaders’ Global ministry work, including invoices, payments received, outstanding and expected payments, expenses, and payment obligations.
• Monitor Global expenditures and available balances against grants, restricted funds, and dedicated donations; maintain supporting financial documentation and identify items requiring follow-up.
• Coordinate Global financial information with the Director of Operations, President/CEO, CFO Leverage, and appropriate stakeholders to support grant reporting, budgeting, forecasting, and organizational decision-making.
• Provide assigned administrative support for Global work and Discipleship Coaches.

3. Grant & Restricted Fund Administration

• Assist the Director of Operations with maintaining comprehensive internal grant tracking, including awards, expected funding, payments, expenditures, available balances, restrictions, and reporting deadlines.
• Maintain supporting documentation and assist with coding and monitoring grant-related income and expenses against approved budgets and funding restrictions.
• Prepare financial information needed for grant reporting and coordinate with the Director of Operations and CFO Leverage to reconcile internal grant tracking with organizational financial records.
• Identify discrepancies, missing documentation, approaching deadlines, or potential funding concerns requiring leadership attention.

4. Salesforce CRM, KPI & Organizational Reporting

• Enter and maintain donations, contract payments, grants, campaigns, class/program information, and other assigned organizational data in Salesforce.
• Maintain data quality through accurate coding, routine reviews, corrections, duplicate management, and alignment with internal financial and reporting systems.
• Maintain campaign, fund, grant, class, and program coding necessary for accurate fundraising, donor, grant, and organizational reporting.
• Build, maintain, and generate assigned recurring and ad hoc Salesforce reports for leadership, Policy Deployment, KPI tracking, grant reporting, donor reporting, and program reporting.
• Enter and maintain assigned KPI and Policy Deployment data; compile established reports and identify missing information or inconsistencies requiring follow-up.
• Assist the Director of Operations with improving and streamlining Salesforce, data, and organizational reporting processes.

5. Donor Stewardship & Communications

• Coordinate administrative preparation and distribution of quarterly and annual donor tax statements, including donation verification, correspondence preparation, Conga merges, electronic/physical distribution, and record maintenance.
• Maintain donor contact and communication records and coordinate approved stewardship communications such as thank-you letters, donation requests, sympathy notes, congratulatory correspondence, and other personalized touchpoints.
• Provide administrative support for organizational communications, including maintaining contact lists, formatting and scheduling approved communications, maintaining Mailchimp lists, and generating established campaign/engagement reports.
• Support production and distribution of the quarterly Highpoint Printed/Electronic Newsletter by gathering approved content, photographs, and ministry updates and coordinating with contractors, printers, vendors, and staff.
• Coordinate electronic and print distributions, mailing lists, and other approved organizational communications.

6. Administrative & Operational Support

• Provide administrative and clerical support to the President/CEO and Director of Operations, including travel coordination, expense reporting, scheduling, document preparation, reports, presentations, meeting materials, and organizational correspondence.
• Support meetings, events, retreats, Board activities, organizational logistics, action-item tracking, and recurring operational projects as assigned by the Director of Operations.
• Coordinate approved organizational purchasing and maintain related documentation and receipts; assist with routine vendor communication and administration.
• Maintain organized electronic and hard-copy records, shared folders, calendars, checklists, recurring deadlines, and financial, grant, donor, program, and operational documentation in accordance with organizational policies and confidentiality requirements.
• Maintain current approved versions of Ascending Leaders’ organizational, Board, staff, and Discipleship Coach manuals.
• Coordinate large-scale mailings and complete occasional local administrative responsibilities, including mail retrieval, deposits, meetings, purchasing, and material distribution.

Workload & Priority Management

This position is limited to a maximum of 28 hours per week. Responsibilities fluctuate based on monthly, quarterly, and annual organizational cycles. The Director of Operations will establish priorities when workload exceeds available capacity. The Operations Administrator is not expected to complete responsibilities beyond approved weekly hours without prior authorization.

The position primarily supports the execution, maintenance, documentation, tracking, and coordination of established organizational processes. Strategic decision-making, financial analysis, organizational prioritization, final approvals, and responsibilities requiring management-level judgment remain with the Director of Operations and/or the President/CEO as applicable.

The scope and allocation of responsibilities will be reviewed after the first 60–90 days to determine whether workload and assigned hours remain appropriately aligned.

Education & Experience

• Bachelor’s degree preferred; an equivalent combination of relevant education and professional experience may be considered.
• Minimum five years of administrative, operations, accounting/bookkeeping-support, or related professional experience, preferably within a nonprofit, ministry, or service-oriented organization.
• Minimum three years of experience supporting an executive and/or organizational leadership team.
• Experience with AR/AP tracking, nonprofit grants, and restricted/unrestricted funding strongly preferred.
• Salesforce experience strongly preferred; experience working with outsourced accounting, bookkeeping, or CFO partners preferred.

Skills & Knowledge

• Financial & Data: Strong understanding of financial documentation, AR/AP tracking, reconciliation support, budget monitoring, grants, restricted/unrestricted funding, and financial record accuracy.
• Technology: Advanced CRM/data-entry and reporting skills; proficiency with spreadsheets, Google Workspace, and Microsoft 365; experience with or ability to learn Salesforce, QuickBooks, Conga, Mailchimp, Zoom, and other organizational systems.
• Communication: Excellent written/verbal communication, proofreading, formatting, and professional correspondence skills with the ability to interact professionally with donors, Board members, contractors, ministry partners, vendors, and staff.
• AI & Process Improvement: Experience using AI and other technology to improve productivity, quality, workflows, and organizational capacity; willingness to learn and responsibly apply emerging tools.
• Organization: Strong prioritization, time management, follow-through, accuracy, and ability to independently manage recurring daily, weekly, monthly, quarterly, and annual responsibilities.
• Confidentiality & Judgment: Demonstrated discretion with financial, donor, personnel, Board, and organizational information and sound judgment regarding when issues should be resolved or escalated.

Cultural & Ministry Competencies

The Operations Administrator is expected to be a faithful disciple of Jesus Christ and demonstrate commitment to Ascending Leaders’ discipleship mission and Christ-centered organizational culture.

The successful candidate will demonstrate integrity, humility, reliability, excellence, initiative, accountability, collaboration, adaptability, and a commitment to lifelong learning. The individual must be able to work effectively with minimal direction, build positive working relationships with staff, Board members, Discipleship Coaches, contractors, donors, and organizational partners, and exhibit healthy work/life integration.

Position Requirements & Preferences

• Must reside in Fort Bend County, Katy, or within reasonable proximity to the organization’s local operating area.
• Ability to work primarily from a home office while reliably fulfilling occasional in-person responsibilities.
• Reliable transportation for deposits, mail retrieval, meetings, purchasing, and other local responsibilities.
• Reliable home-office environment and internet connection.
• Ability to occasionally adjust work hours around organizational deadlines, events, donor communications, or other time-sensitive responsibilities.
• Bilingual candidates are strongly encouraged, particularly individuals fluent in English and an additional language.

Employee Acknowledgment

This job description describes the general nature and level of work expected for this position and is not an exhaustive list of all duties or responsibilities. Responsibilities may evolve based on the needs, ministry priorities, and growth of Ascending Leaders.

The employee’s signature acknowledges their understanding of and agreement to the responsibilities, essential functions, expectations, and requirements of the position.

INTERESTED — OR KNOW SOMEONE WHO SHOULD BE?

admin@ascendingleaders.org

All conversations are confidential. Happy to share more before you decide if it’s worth a deeper look.