NSC Management System

Enabling our Mission to lead people to become fully devoted followers of Jesus ...

Kevin Stone

Executive Assistant Job Description

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General Description

The position of Executive Assistant is primarily responsible for the administrative support to the Executive Pastor and the ministries under his stewardship, as well as the frontline administration support for the LP and Executive Team. This position requires a high level of expertise in multi-tasking, people support and management, is a highly organized, highly positive, quick worker with an attitude of “What can I do for you?” This is a person who “gets things done” – The Executive Assistant reports to the Executive Pastor and is the primary support person on matters requiring his attention.

Essential Job Functions

  • Manage correspondence (e-mails and regular mail primarily) to ensure a smooth flow of communication to and from church members to the Executive Team, and staff as needed
  • Point of contact and administrative support for ministries (and its leaders) under the Executive Pastor’s stewardship (HG Ministry; Staff/HR; Saturday Night; Church Compliance).
    • Staff WIG Scoreboard Management
    • Staff action items and completion tracking
    • Saturday Night Management & Service Administration
    • Business side of the church/compliance management
    • Taking minutes at staff, CLO, HGL meetings to ensure proper follow up by XP
    • Managing HR; Staff Benefits and Vacation Requests
  • Administrative Business Support
    • New employee set up (email, paperwork, payroll set up, legal/HR)
    • Financial reports, year-end giving letters
    • Business errands as necessary
    • Creating reports (matrix & financial) for Elder/Staff/ministry meetings
    • Reconciliation and budget allocation management/reimbursements/purchasing
    • Bookkeeping Functions- Accounts Payable/Receivables
    • Monthly payroll processing/IRS
    • Year end SOS registration
  • Administrative Coordinator for the Executive Team and LP/XP (and initiatives/projects under their stewardship)
  • Administrative Support for IT Person and Missions Support
  • Work w/ XP and Office Manager to create a yearly calendar for OM to manage
  • Manage the following:
    • Church Center App
    • NSC Management System/SOP’s
    • Background Checks

AV Director Job Description

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Leader: Michael Lehman
Reports to: Tyson Morgan – Executive Pastor

Role

Oversee and develop the AVL ministry of New Song Church by leading, training, and discipling volunteers to serve with excellence. Ensure that all worship services and events reflect the vision, mission, and values of New Song through creative and distraction-free technical support.

Leadership

  • Care – Love the person, trust & service will follow
  • Organize – Get People in Their Sweet Spot
  • Align – Keep the team unified with a common vision
  • Challenge – Call people to full potential
  • Help – Help THEM Solve Problems and Celebrate Success

Culture

  • High Positive – Leaders define the atmosphere. We come with an attitude of high servanthood and high positivity.
  • Set Example – Our actions set the bar for those we’re leading. Team members learn to trust and respect you when you practice what you teach.

Responsibilities

Audio Oversight

  • Oversee all audio systems for Sunday/Saturday services, Watch 5 sets, and special events ○ Maintain and troubleshoot FOH, monitors, and livestream audio systems.
  • Mix or assign mixing roles as needed (FOH, broadcast).
  • Develop, train, and schedule volunteers for all audio roles.
  • Ensure quality sound check processes and clear communication with worship leaders.

Visual Media Oversight

  • Oversee ProPresenter systems, screen content, and visuals for all services and events.
  • Maintain visual media systems and troubleshoot as needed.
  • Prepare lyric slides, and coordinate with Taylor and Dylan for aesthetic oversight.
  • Develop, train, and schedule volunteers to operate ProPresenter with proficiency.
  • Ensure brand consistency and clarity across all visual outputs.

Volunteer Development and Discipleship

  • Recruit, onboard, and spiritually disciple volunteers across all AV areas.
  • Use Watch 5 and other low-pressure settings to train new team members.
  • Build a healthy team culture with sustainable rotations.
  • Offer regular encouragement, feedback, and coaching to help each team member grow in skill and maturity.

Service and Event Operations

  • Proactively plan and prepare for AV needs across Sunday/Saturday services, church plants, Watch 5, Extended Worship events, and special gatherings (funeral, Men’s, etc).
  • Coordinate Planning Center inputs where relevant to tech needs (cue sheets, media, etc)
  • Maintain clear communication with pastors and ministry leads to ensure AV readiness for all events.
  • Develop and implement simple systems to manage tech needs and logistics.

Rhythms

  • Attend bi-weekly one-on-one meetings with the House of Prayer Pastor for vision, support, and alignment.
  • Lead and oversee Watch 5 sets to develop volunteers and engage in the prayer culture of the church.
  • Required staff days: Wednesday.

Associate Pastor Job Description

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Main areas of focus:  “Our House” – Harvest, Sunday Serve Teams, Membership Care, Other Duties as Assigned.

Job Function: This position helps ensure the closing of our backdoor.  Primarily responsible for assessing new and current attenders into their “next step” at NSC (ex: New to New Song class, Membership, Fully Devoted Jesus Follower Pathway, serving, giving, groups). Work with XP/IT to help develop reporting systems and follow-up strategies to ensure current members maintain membership requirements, new attenders are working toward membership, and primary pastoral care when necessary based on reporting results/needs.

The person in this position has the responsibility to help oversee the processes of assimilation to integrate each member/attender into the overall church structure and get them connected and involved in areas of ministry that would contribute to them becoming a part of a “thriving spiritual family.”

Primary Areas of Stewardship:

  1. Assess and create processes (with help of IT)  to continually monitor the progress and effectiveness of assimilation (meaningful relationship, meaningful responsibilities).
    1. Teach “Baptism Class” every 6-weeks (possibly after each service) and proper follow-up after.  Back-up XP for “New to New Song” class as needed.
    2. Follow up on all connection card requests, e-mails, and inquiries regarding serving and assimilating into NSC.
    3. Help ensure “next steps” are followed up with each member/attender (reporting and pastoral work essential here for “what is your next step”).
    4. Work with IT Volunteer and Executive Assistant to create clear metrics, accurate data and successful information is properly reported to the Executive Pastor on a quarterly basis (or as needed/requested).
    5. Follow-up with CLOs after membership class to ensure membership dinner, spiritual gifts and next steps are documented, identified and action items created.
    6. Assist in the assimilation of all new members into a home group community and volunteering opportunity at NSC.
  2. Help Ensure current (and new members) are driving toward a “thriving spiritual family.”
    1. Serving, regularly attending, giving, in community, youth groups, prayer ministries, etc.
  3. Sunday Serve Team Leader (non-staff led ministries) – leader of leaders.
    1. IRDT New Leaders (HELO-2)
    2. Schedule weekly volunteers
    3. Fill needed gaps (communion, greeters, hospitality, etc.) on Sunday.
    4. Service counting, Host Team
    5. Ensure healthy Sunday ministry is happening across the board.
    6. IRDT Leaders/Volunteers for new ministries as needed for Sunday.
    7. Prepare for additional services and church planting opportunities by Helo-2 leaders.
  4. Provide regular reporting, information, and assimilation into community statistics with Executive Pastor on a regular basis.

Employee Handbook

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Table of Contents

Management System Manual

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Purpose

The purpose of the Management System Manual is to define, describe, and outline the backbone of New Song Church’s continued efforts to accomplish its mission.

Scope

This Management System Manual is the highest level document contained in the Management System. All of the contents of the Management System are organized under the 5 Elements described herein.

Responsibility

Along with everything else contained in the Management System, all ministry area leaders must ensure the details of this manual are known and understood by all New Song Church paid staff and ministry area volunteers. The primary responsibility for this manual rests with the Executive Pastor.

Management System Description

The Management System is the backbone of New Song Church’s continued development of a strong, capable infrastructure. It enables growth through leveraging and scaling up the talent and expertise of our leaders.

To define the Management System, we must begin with the term Quality. What do we mean when we say something is high quality?  Or, what do we mean when we say something is excellent?

The International Standards Organization (ISO) defines Quality as “The totality of features and characteristics of a product or service that bear on its ability to satisfy a defined requirement.”  In other words, quality is fitness for purpose.

How does this apply to New Song Church?  What is fitness for purpose? Simply put, Quality is how well we accomplish the purpose. And, of course, our purpose is to honor God by following his teachings.  Specifically to be a community that reaches the lost and helps them become “disciples of Jesus.”

So, Quality means getting the job done well.  And, getting the job done well is a combination of …

  • Knowing the Stakeholder Needs
  • Equipping New Song Church to Meet Those Needs
  • Excellent Implementation
  • Reliable Inputs
  • Clear Instructions
  • Efficient, Effective Execution
  • Feedback and Continuous Improvement

The main ingredient of the Management System is people. As leaders, we must find staff and volunteers, train and develop them, communicate well with them, and implement systems that help them succeed. The Management System is the framework for getting this done.

The Management System contains the methods we use to analyze stakeholder needs, define processes that meet those needs, and manage these processes to ensure that results are predictable and repeatable.

The Management System also provides the framework for continuous improvement, increasing the likelihood of achieving stakeholder satisfaction. It gives the stakeholders confidence that New Song Church has the capability to deliver consistently.

Benefits of the Management System

There are many reasons New Song Church has implemented a Management System.

Consistency – The first is that it brings consistency to routine activities and helps to ensure best practices.  What does that mean? One of the biggest challenges in any successful organization is effectively identifying, recruiting, training, and deploying leaders. The senior leader’s ability to constantly communicate and give direction is limited. Even the best leaders can only do so much. Keeping up with an increasing demand for new staff and volunteers requires us to develop and implement systems. These systems, collectively, form the Management System.

Training – The Management System is a training aid that enables quick and efficient training of staff and volunteers. Best practices are established, documented, and made available to everyone needing to know.

Communication – The Management System formalizes our communication infrastructure. Simply put, it provides a vehicle for organizing and disseminating information. Once set up, a “one-stop shopping” simplicity is in place when information is needed to get something done. From how I spend money to how we assess an individual’s spiritual gifts, methods are established and made available, enabling new people to come up to speed quickly.

Improvement – The Management System is a means to manage and facilitate change and improvement. One of the biggest obstacles to flexibility and change for the better is the lack of formal, established methods. It’s very difficult to “rally the troops” around a change or quick tweak to something when nothing is “formally” in place.

Management System Organization

The Management System is organized under 5 different sections or elements, with a manual at the top of the hierarchy.

The Management System Manual defines the “minimum requirements” under each element. For example, under “Management System Administration,” the manual explains that systems are in place to ensure the proper control of data, documents, and records. It refers to a set of procedures that the church follows to ensure the consistent control of data, documents, and records. The Management System Manual also functions as a guide to the system’s organization and hierarchy, helping us navigate and easily find what we need.

The elements of the Management System are listed below, along with a listing of the areas under each element within which New Song Church has defined minimum requirements:

Management System Administration

  • Control of Data, Documents, and Records
  • Policy and Procedure Review and Approval
  • Access to Information
  • Document and Data Distribution
  • Version Control
  • Record Retention

Leadership Responsibility

  • Church Governance
  • Organizational Structure
  • Responsibility and Authority
  • Strategic Planning
  • Management System Review
  • Environmental Responsibility

Human Resources

  • Recruiting
  • Position Descriptions
  • Training and Development
  • Performance Review
  • Health and Safety Requirements

Execution

  • Ministry Area Operations
  • Finance
  • Purchasing and Supplier Development
  • Office Operations
  • Information Technology
  • Facilities Management
  • Safety and Security
  • Project Management

Measurement, Analysis, and Improvement

  • Measurement of Results
  • Management System Assessment
  • Continuous Improvement
  • Corrective and Preventive Action