Database Coordinator

Position:  Database Coordinator

Classification:  Part-Time, Hourly, Non-Exempt (28 hrs/week)

Primary Reporting Relationship:  Executive Director of Operations

Ministry Area:  Church Staff, Operations Team   

Interfaces: Church, school, and preschool staff members, volunteers, contractors, vendors, and other stakeholders as identified and appropriate

Job Purpose:  The Database Coordinator is responsible for maintaining the accuracy, integrity, security, and effectiveness of the church's constituent relationship management (CRM) database. This role ensures that member, attendee, volunteer, donor, and ministry records are complete and up to date, enabling effective ministry, communication, reporting, and strategic decision-making. The Database Coordinator partners with ministry leaders and staff to develop best practices for data management while supporting the church's mission through accurate and actionable information. This role is also the primary trainer for staff on the database and data entry.

Employee Profile:  

• A committed and active member of Bay Area Church, or willing to transfer church membership if hired
• A strong, clear Christian testimony 
• A lifestyle that displays an ongoing personal relationship with God and a commitment to serve Him daily
• Acceptance, agreement, and compliance with Bay Area Church’s Statement of Faith and Standard of Conduct

Major Responsibilities:

• Maintain the church database by entering, updating, auditing, and correcting member, attendee, volunteer, donor, and household records
• Develop and enforce data-entry standards, procedures, and quality-control measures to ensure database accuracy and consistency
• Process and manage data imports, exports, deduplication, and record merges
• Build and generate reports, dashboards, mailing lists, and analytics to support ministry leaders, executive leadership, and church-wide initiatives
• Support online forms, event registrations, volunteer applications, and other data collection processes
• Collaborate with ministry departments to understand reporting needs and provide meaningful data insights
• Train church staff and ministry leaders on database procedures, best practices, and system functionality
• Troubleshoot database issues and serve as the primary point of contact for database-related questions and support
• Maintain database security by managing user permissions and ensuring compliance with privacy and data protection policies
• Coordinate with IT and software vendors regarding system updates, enhancements, integrations, and troubleshooting
• Assist with annual reporting, membership reconciliation, attendance tracking, giving records, and organizational metrics
• Document database procedures and maintain current process documentation
• Support special projects related to church management software, data migration, and ministry technology initiatives
• Perform regular database audits to ensure data integrity and identify opportunities for process improvement
• Other duties as assigned by the Executive Director of Operations

Success Measures:

Success in this role is demonstrated by:

• Maintaining a highly accurate, organized, and secure church database
• Delivering timely and reliable reports that support ministry decision-making
• Reducing duplicate and incomplete records through proactive data management
• Providing excellent customer service and training to church staff
• Continuously improving database processes, efficiency, and user adoption
• Supporting ministry effectiveness through accurate, accessible, and actionable information

Qualifications:  

• Associate's degree in Information Systems, Business Administration, Computer Science, or a related field preferred
• Equivalent combination of education and relevant work experience may be considered
• Minimum of 2–4 years of experience managing databases, CRM systems, or church management software
• Experience working in a church, nonprofit, or ministry environment is preferred
• Experience with church management systems (such as Church Community Builder - CCB) is highly desirable

Required Skills and Abilities:

• Strong attention to detail with a commitment to data accuracy and integrity
• Proficiency using MacBooks and Google Workspace
• Proficiency in database management, CRM platforms, and Microsoft Excel, including advanced spreadsheet functions
• Ability to analyze data and produce meaningful reports for ministry leaders
• Knowledge of data management principles, database structure, and reporting tools
• Strong organizational and time management skills with the ability to prioritize multiple projects and deadlines
• Excellent problem-solving and critical-thinking abilities
• Strong interpersonal and customer service skills with the ability to train and support users of varying technical abilities
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information
• Effective written and verbal communication skills
• Ability to work independently while collaborating effectively with multiple ministry teams
• Familiarity with data privacy practices and security principles
• Adaptability and willingness to learn new technologies and software systems
• Demonstrated commitment to the mission, vision, and values of the church

Preferred Competencies:

• Experience with SQL or database query tools
• Knowledge of reporting and business intelligence platforms (Power BI, Tableau, or similar)
• Familiarity with workflow automation tools and integrations
• Experience supporting online giving, event management, or volunteer management systems
• Understanding of church membership processes, discipleship pathways, and ministry operations

Essential Job Functions:

• Ability to reason logically and make sound decisions, to consider alternative and diverse perspectives, to communicate effectively both orally and in writing, to remain poised under stressful circumstances, and to interact effectively with people in a positive and professional manner that engenders confidence and trust
• Ability to read and write at an advanced level in a business environment
• Ability to process alpha/numeric information accurately
• Ability to complete  assigned tasks without direct supervision
• Ability to exercise independent judgment and make decisions
• Ability to work with people beyond giving and receiving instructions; must be adaptable to performing under stress and when confronted with emergencies
• Ability to listen and respond to counsel
• Ability to establish and maintain cooperative and effective working relationships with others
• Ability to report to work on a regular and punctual basis
• Must be physically able to operate a variety of office equipment, including computers, copiers, phones, etc. 
• Must be able to exert up to 20 pounds of force occasionally; 10 pounds of force frequently; and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects; perform repetitive motion, such as grasping, picking, pinching, typing, or otherwise utilizing finger dexterity
• Must be able to regularly remain stationary at the computer, requiring repetitive finger movements and manual dexterity
• Must possess the ability to observe details at close range required for viewing a computer monitor, preparing and analyzing data and figures, transcribing, and reading
• Must possess the ability to perceive sounds at normal speaking levels with or without correction; possess the ability to receive detailed information through oral communication and to make discriminations in sound
• Must possess the ability to express ideas using the spoken word to convey instructions to students, parents, and other stakeholders accurately, loudly, and/or quickly
• Activities primarily occur inside, but the worker may occasionally be subject to outdoor environmental conditions

Our Vision:  To saturate the 4B area with the gospel by restoring people, families, and churches. 

The 4B Area refers to the geographic area of Southeast Houston from the Beltway to the Beach and the Bay to Brazoria County.
 

Our DNA:  Kingdom. Disciple. Society. Church. (K.D.S.C.)
These are the foundational building blocks that help direct the vision of Bay Area Church and Christian School.

• KINGDOM
  • The Kingdom of God submits to the rule and reign of Jesus Christ. Wherever the will of God is being done, the Kingdom is manifested. We are to "seek first the Kingdom of God" so that His will might be done "on earth as it is in Heaven." In order to pursue God's Kingdom, you must first FOLLOW JESUS.
• DISCIPLE
  • A disciple is a follower of Jesus who hears and obeys what He has taught and as the Holy Spirit leads. Each disciple is a "citizen" of God’s Kingdom. We help equip disciples by encouraging everyone to CONNECT TO COMMUNITY.
• SOCIETY
  • Society consists of various domains where people live and work. Our primary place of service is the domain in which God has placed us every day. Disciples, then, serve as ambassadors for God’s Kingdom to the world so that others may come to know Him. We provide training and opportunities so you can ENGAGE YOUR WORLD.
• CHURCH
  • The Church is God’s people, a spiritual family. We are His agent of transformation in the world and the display case for His greatness. Jesus said, "... I will build my Church," and He does this by drawing people to Himself who are far from God. Church is the result of kingdom-minded disciples engaging society.

This job description is not intended to be a comprehensive list of all activities, duties, or responsibilities required of an employee for this job, and the responsibilities and activities may change at any time, with or without notice.