Exec. Pastor (Director) of Operations

Title: Executive Pastor of Operations

(Alternative Titles: Executive Pastor of Administration, Executive Pastor of Church Operations)

Type: Operations Staff  

Level: Director

Direct Supervisor: Lead Pastor

Salary Range: DOE

Job Description  

Position Summary

The Executive Pastor of Operations role revolves around leadership, management, and accountability for staff, budgets, and church plants. In addition to strategic oversight, the role requires day-to-day management of church operations, financial reviews, team leadership, and ensuring the smooth execution of church services and activities. This individual will work closely with the Lead Pastor to ensure the church’s strategic vision is implemented. A Pastor role in our church must meet the qualifications of an Elder as stated in 1 Timothy Chapter 3:1-7.

Valley Life Church Staff Values and Qualities

We want all employees at Valley Life to reflect the cultural values of goodness, gladness, and strength.  

Additionally, we want you to embody the following qualities

• Calling: You know you are called by Jesus to pastor his people. You behave like a shepherd, not a hireling.  
• Character: You are who you say you are.  
• Convictions: You speak with doctrinal integrity while serving in your ministry.  
• Competency: You possess the skills needed to do your job at a high level.  
• Capacity: Your family dynamics and emotional horsepower meet or exceed your level of leadership.  
• Chemistry: Your temperament and personality naturally add energy to the team.

Valley Life Church Membership

By joining the Valley Life Staff, you and your spouse (if applicable) are automatically approved as members of Valley Life Church. As members, you are under the leadership of our elders and we will expect and inspect your faithfulness in attending, serving, giving, and learning.

Staff Leadership

• Work with the Lead Pastor to train Valley Life staff through monthly all-staff meetings and additional training days.  
• Lead, manage, and hold Operations staff members accountable for quarterly goals.  
• Promote and reinforce healthy Operations staff rhythms and leadership growth for each quarter.  
• Oversee and direct the staff review process.  
• Oversee and direct HR operations, ensuring alignment with the strategic vision for Valley Life Church by working with the Finance Team and staff members.  

Strategic Vision Implementation for Valley Life

• Articulate and implement a consistent strategic vision alongside the Lead Pastor and elders.  
• Establish planning retreats with the Lead Pastor several times a year and implement clear planning rhythms and timelines for departments and directors.  
• Prioritize the strategic vision through setting goals, boundaries, and vision for ministries, budget, and staff.  
• Lead the entire staff toward implementation of the strategic vision (in conjunction with the Lead Pastor).  

Pastoral Responsibilities

• Develop and nurture relationships with critical leaders in Valley Life Church.  
• Provide pastoral care to members and attenders.  
• Serve on pastoral teams and attend pastoral team meetings.
• Attend the preaching collective and serve as part of the preaching team (preferred).  

The following is a sample but not an exhaustive list of daily, weekly or monthly responsibilities but are meant to provide some further insight into the role. 

Daily Responsibilities

• Review and respond to emails and voicemails.  
• Review the church calendar and make adjustments as needed
• Approve bills and transactions in Bill.com.  
• Review and approve transactions for QuickBooks Online (QBO).  

Weekly Responsibilities

• Conduct financial reviews of church finances.
• Match automatic bill pay transactions to receipts/documentation.
• Upload payables and maintain clear financial records.
• Communicate regularly with Parable for bookkeeping updates.
• Add agenda items for elder meetings as needed and attend elder meetings twice a month.
• Hold meetings with the Senior Pastor to develop church structure, culture, and resolve issues.
• Organize, lead, and attend Executive Team meetings.
• Conduct 1:1 ministry meetings and campus "Sunday Readiness" checks on Thursdays.  
• Manage the execution of Sunday services.  
• Attend the Preaching Collective and participate in the Sermon Review Podcast.  

Monthly Responsibilities  

• Conduct a thorough review of the church website for errors and functionality.  
• Approve and verify payroll twice a month.  
• Prepare for and attend Finance Council meetings.  
• Prepare and present monthly finance updates.  
• Organize and lead the operations portion of the Staff Gathering.  

Teams You Will Lead or Oversee*

• Count Team*
• Finance Council*
• Security Team*
• Events Team*
• Information Technology
• HR
• Staff

Ongoing Projects 

• Establish Google shared drives hierarchy, train staff on usage and best practices, and monitor progress.  
• Establish password sharing strategy and audit existing I.T. security to remove redundancies and eliminate holes.
• Connect Church Center and Planning Center with Membership renewal process
• Develop the annual budget, noting necessary adjustments throughout the year and work with the finance council for input.  

As Needed Responsibilities

• Take over leadership of teams if leaders exit.
• Meet with church members for support and guidance.  
• Oversee campus project management.  
• Manage transportation of items to and from storage units.  
• Implement new tools such as Bill.com and Divee cards and LastPass.
• Write job descriptions, conduct interviews, and manage hiring, onboarding, termination, and offboarding processes
• Oversee campus usage scheduling.
• Assist with property acquisition for future growth.

30/60/90 Day Plan for Executive Pastor of Operations

First 30 Days: Learning and Relationship Building

Primary Focus: Observe, learn, and establish relationships with key staff, volunteers, and church members.

Key Objectives:

1. Onboarding and Orientation

• Meet with the Lead Pastor and Elders to understand church vision, mission, and current operational structure.
• Review all existing church policies, operations manuals, budgets, and financial systems.
• Get familiar with current technology platforms (Bill.com, QuickBooks, Parable, Planning Center, Church Center, other management softwares, etc.).
• Understand the rhythms and structure of Sunday services and mid-week activities.

2. Team and Leadership Introductions

• Meet with all direct reports and key ministry leaders (Finance Council, Security, Events, Count Team).
• Have 1:1 meetings with staff to understand their roles, goals, and challenges and set regular cadences.
• Build relationships with ministry teams and volunteers to understand their needs.

3. Operations Review

• Begin assessing the current status of operations including HR, finances, IT, facilities, and security.
• Attend key meetings like Elder meetings, staff gatherings, and ministry team meetings as an observer.

Deliverables:

• Prepare a detailed assessment of current church operations.
• Build a list of immediate operational challenges and areas for improvement.
• Establish a regular meeting rhythm with the Lead Pastor and key staff.

Days 31-60: Evaluation and Initial Implementation

Primary Focus: Evaluate existing processes, begin implementing improvements, and take ownership of key operational areas.

Key Objectives:

1. Financial Systems and Reporting

• Work closely with the Finance Team to gain a thorough understanding of budgeting, payroll, and bill payment processes (Bill.com, Parable).
• Begin conducting weekly financial reviews and approve bills/payroll as per the job description.
• Ensure proper financial documentation and compliance are in place for all automatic transactions.

2. Team Leadership and Accountability

• Lead weekly Executive Team meetings and 1:1s with direct reports to establish expectations and accountability.
• Begin the process of reviewing staff performance and ensuring quarterly goals are being set and monitored.
• Ensure key operational tasks (website checks, payroll approval, Sunday readiness) are being tracked and completed on time.

3. Strategic Vision Implementation

• Work with the Lead Pastor and Elders to articulate the church’s strategic vision to staff, ensuring alignment with budget, ministries, and operations.
• Lead the planning and preparation for strategic retreats with the Lead Pastor.

Deliverables:

• Identify and implement improvements in financial management (e.g., quicker payables processing, budget adjustments).
• Document and standardize recurring operational tasks (e.g., campus readiness checks, sermon reviews, ministry meetings).
• Lead staff through the first formal strategic planning session.

Days 61-90: Full Operational Leadership and Strategic Development

Primary Focus: Take full ownership of church operations and continue driving strategic initiatives.

Key Objectives:

1. Full Operational Oversight

• Take full responsibility for leading and managing all operations teams, ensuring alignment with the strategic vision.
• Complete team performance reviews and provide feedback for growth and development.
• Ensure that new systems (e.g., Google shared drives, new tools like Bill.com) are fully implemented and teams are trained on them.

2. Budget Development and Strategic Planning

• Begin preparing for the next year’s budget by collecting insights and notes from the first two months.
• Review and adjust department budgets to align with church priorities and strategic goals.
• Continue to track key operational metrics and implement ongoing improvements.

3. Leadership in Church Services and Events

• Oversee the execution of Sunday services, including facility readiness and ministry team support.
• Provide leadership for key church events and ensure they are executed efficiently with strong volunteer engagement.
• Begin providing regular updates to the congregation (as appropriate) on operations and vision.

Deliverables:

• Complete budget reviews and draft the next year’s budget.
• Establish regular, ongoing operational and financial reporting for Elders and key church leaders.
• Present a 90-day operational update to the Lead Pastor and Elders, outlining key wins and areas of focus for the next quarter.

Overall Focus:

By Day 90, the Executive Pastor of Operations should be fully integrated into the church’s leadership structure, managing day-to-day operations smoothly, and actively contributing to the church’s long-term strategic goals.