Description:
The Administrative Services Manager serves as a key operational leader within PreBorn!, providing oversight of the Administrative & Data Entry Team while ensuring the effective execution of daily office operations. This role is responsible for creating a highly organized, service-oriented, and efficient office environment that enables ministry teams to fulfill PreBorn!’s mission with excellence.
As the leader of the administrative function, the Administrative Services Manager ensures the accurate processing of donor gifts, maintains exceptional data integrity, develops scalable administrative processes, and promotes a culture of stewardship, accountability, and Christ-centered service. This position combines hands-on operational execution with team leadership and continuous process improvement.
The ideal candidate is a servant leader who thrives in a fast-paced ministry environment, possesses strong organizational and leadership skills, and demonstrates a passion for operational excellence in support of saving babies, serving pregnancy clinics, and advancing the Gospel.
Essential Responsibilities
Administrative & Data Entry Team Leadership
- Lead, coach, and develop members of the Administrative & Data Entry Team.
- Foster a culture that reflects PreBorn!’s Core Values: Steadfast, Adaptable, Integrity, Fruitful, and Prayerful.
- Ensure timely, accurate, and secure processing of donor gifts and ministry contributions.
- Maintain accountability to established service standards and departmental performance goals.
- Monitor data quality and donor record accuracy within the CRM and implement corrective actions when needed.
- Establish, maintain, and continuously improve administrative standard operating procedures (SOPs).
- Conduct regular team meetings, coaching conversations, and performance discussions.
- Develop team members through training, accountability, and professional growth opportunities.
- Monitor departmental metrics and provide regular reporting to the Vice President of Operations.
Donor Data & Gift Processing Oversight
- Ensure donor gifts are processed accurately, securely, and in accordance with ministry and financial policies.
- Partner closely with Finance, Development, and Technology teams to maintain data integrity across systems.
- Identify opportunities to improve gift processing workflows, reporting accuracy, and operational efficiency.
- Support audit readiness through proper documentation and controls.
- Champion best practices for donor information stewardship and confidentiality.
Office Operations & Ministry Support
- Oversee daily headquarters operations to ensure a welcoming, organized, and productive work environment.
- Manage office supply inventory, ordering processes, and administrative resources.
- Coordinate incoming and outgoing mail, package handling, and document distribution.
- Assist with employee onboarding logistics, including workspace preparation, equipment coordination, access requests, and first-day readiness.
- Manage office calendars, conference room scheduling, and shared workspace utilization.
- Coordinate logistics and support for staff meetings, ministry events, leadership gatherings, and board meetings.
- Ensure office systems, records, and administrative resources remain organized and accessible.
Note: Building maintenance, vendor management, and facility operations are managed by the Building & Facilities Manager.
Process Improvement & Operational Excellence
- Develop scalable administrative systems that support organizational growth.
- Identify process inefficiencies and recommend practical solutions that improve service, accuracy, and stewardship.
- Maintain current process documentation and administrative knowledge resources.
- Support implementation of operational initiatives assigned by ministry leadership.
- Track project progress, follow-up actions, and operational deliverables.
- Assist with compliance activities, reporting requirements, and audit preparation.
Financial Stewardship & Administrative Support
- Monitor and manage administrative budgets and expenses within approved parameters.
- Ensure accurate documentation, coding, and processing of administrative expenditures.
- Coordinate invoice submission, tracking, and reconciliation related to office operations.
- Support Finance with reporting, documentation, and administrative processes as needed.
- Demonstrate responsible stewardship of ministry resources in all operational decisions.
Leadership & Ministry Culture
- Model Christ-centered leadership and servant-hearted support for staff and ministry partners.
- Contribute positively to PreBorn!’s culture through collaboration, humility, and professionalism.
- Participate in organizational prayer, worship, and ministry activities.
- Support organizational initiatives that strengthen employee engagement and ministry effectiveness.
- Serve as a trusted operational resource to leaders and team members across the ministry.
Requirements:
Qualifications
Education and Experience
- Bachelor’s degree preferred; equivalent experience may be considered.
- 3-5 years of office management, operations, administrative leadership, or business operations experience.
- Demonstrated experience supervising and developing employees.
- Experience managing administrative processes, documentation, and workflow systems.
- Nonprofit, ministry, donor services, or fundraising operations experience preferred.
Knowledge, Skills, and Abilities
- Exceptional organizational and project management skills.
- Strong leadership and team development capabilities.
- High attention to detail with a commitment to accuracy and follow-through.
- Strong analytical and process improvement mindset.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to manage multiple priorities while maintaining quality and responsiveness.
- Proficiency with CRM platforms, Microsoft 365, and office productivity systems.
- Ability to handle confidential information with discretion and professionalism.
- Commitment to servant leadership, operational excellence, and ministry stewardship.
