Business Operations Specialist

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Immediate Position Opening

The Business Operations Specialist provides high-detail operational and administrative support across multiple departments by completing recurring, process-driven tasks with a strong emphasis on accuracy, completeness, documentation, and timely execution. This role supports day-to-day workflows such as expense report processing, receipting, and deposit tracking, database/CRM updates, list validation, spreadsheet logs, event/activity tracking, and lockbox batch processing support.

Operations Support

Support daily business operations by collaborating with the Director of Executive Operations, Office Administrator, and the Corporate Travel & Schedule Coordinator to ensure efficient coordination, organization, and administrative execution across the organization.

• Meetings, Events & Engagement:
  • Support the coordination and execution of internal meetings and organizational events, including scheduling, vendor coordination, catering, materials preparation, attendee communication, and onsite logistics.
  • Assist with large-scale events (e.g., PCA General Assembly, Geneva’s annual golf tournament, and Board of Directors meetings) in collaboration with the Director of Executive Operations.
• Expense & Logistics Management:
  • Prepare, submit, and track expense reports in accordance with organizational policies. Collect and organize receipts, ensure accurate expense categorization, and maintain proper documentation.
  • Support company vehicle coordination, including maintenance scheduling, mileage tracking, and record-keeping.
• Meeting Documentation:
  • Attend meetings as needed to capture accurate notes, including key discussion points, decisions, and action items.
  • Prepare and distribute meeting summaries and maintain organized records for future reference.
• Administrative & Organizational Support:
  • Provide administrative support through document processing, correspondence management, and maintenance of organized electronic filing systems.
  • Support efficient daily workflows and ensure accuracy and consistency in administrative processes.
• Document Management & Digitization:
  • Organize, scan, index, and archive physical documents into digital formats, ensuring proper record retention, accessibility, and accuracy.
• Standard Operating Procedures (SOPs):
  • Support the development and maintenance of administrative procedures and workflows (SOPs) to promote consistency, efficiency, and organizational effectiveness.
• Front Desk & Additional Support:
  • Serve as backup support for front desk operations as needed.
  • Perform additional duties to support organizational priorities.

Advancement Support

Provide administrative and operational support to the Assistant Vice President of Advancement and the Donor Relations Manager to ensure accurate, timely, and compliant processing of donor contributions and records.

• Donation Processing & Data Entry:
  • Process donations received through the lockbox and Fundraise Up platform, ensuring accurate and timely entry into the CRM system.
  • Scan and process donations received directly at the Lawrenceville office using check scanning equipment.
• Donation Monitoring & Reporting:
  • Monitor online giving activity through Fundraise Up, identify failed transactions, and track new recurring donors.
  • Maintain awareness of donation trends and escalate issues as needed.
• Donor Records Management:
  • Maintain accurate and up-to-date donor records within the CRM system, including demographic information and account integrity.
  • Identify and resolve duplicate records and ensure consistency in data entry.
• Donor Acknowledgements & Receipting:
  • Prepare and send donor receipts and soft credit acknowledgements in a timely manner, ensuring accuracy and compliance with organizational standards.
• Reporting & Task Coordination:
  • Run standard reports (e.g., Relief Thanking Detail report) to support donor engagement efforts.
  • Update internal tracking tools and assign donor thank-you tasks to team members based on established criteria.
• Relief Fund Communication:
  • Support internal communication by notifying the Relief Team of incoming and distributed relief-related funds, including checks received or processed through external systems.
• Administrative & Organizational Support:
  • Assist with documentation, tracking, and workflow processes related to advancement operations, ensuring accuracy, consistency, and confidentiality.

Investment Support

Provide administrative and operational support to the Assistant Vice President of Investments / Chief Investment Officer to ensure accurate reporting, communication, and coordination of investment-related activities.

• Investment Committee Coordination:
  • Support the Biblical Values Investment Committee (BVIC) by updating committee reports, scheduling quarterly meetings, and preparing recommended additions and deletions to the investment exclusion list.
  • Assist with maintaining accurate documentation and communication with stakeholders.
• Investment Reporting & Documentation:
  • Maintain organized records by saving and filing monthly reports received from fund managers into designated electronic folders.
  • Update internal and Board-facing documents to reflect changes to investment policies and exclusion lists.
• Stakeholder Communication:
  • Coordinate and distribute investment-related updates to fund managers and internal stakeholders, ensuring timely and accurate communication.
• Board of Directors Meeting Support:
  • Provide logistical support for Board of Directors meetings by serving as the designated Zoom or Teams host for Investment Committee sessions.
• System Access & Oversight:
  • Conduct quarterly reviews of external user access to investment reporting systems (e.g., Fidelity), confirming accuracy and appropriateness of authorized users.

Wellbeing Support

Provide administrative and operational support to the Assistant Vice President of Wellbeing to ensure effective coordination and execution of wellbeing initiatives and programs.

• Sabbatical Match Grant Program Administration:
  • Receive, review, and prepare incoming grant applications, ensuring completeness and accuracy.
  • Track and respond to inquiries from prospective applicants in a timely and professional manner.
• Workflow Coordination & Project Management:
  • Develop and manage Asana project workflows to support the grant process, including assigning tasks to appropriate team members and maintaining clear visibility of application status.
• Participant Communication:
  • Draft and distribute approval letters and related communications to program participants, ensuring clarity, accuracy, and professionalism.
• Financial Coordination:
  • Provide detailed and accurate information to the Accounting Department to facilitate the timely processing and distribution of grant funds.
• Administrative & Organizational Support:
  • Maintain organized records, documentation, and tracking systems related to wellbeing programs, ensuring accuracy, consistency, and confidentiality.

Strategy Research & Culture Support

Provide administrative and operational support to the Vice President of Strategy, Research & Culture to advance organizational initiatives, including grant development and cultural engagement efforts.

• Grant Development Support:
  • Assist with grant writing efforts by gathering and organizing supporting data, coordinating with Finance on budget development and reporting requirements, and compiling impact stories and content for grant submissions and annual reporting.
• Cross-Functional Coordination:
  • Collaborate with internal teams to collect information, ensure accuracy, and support the timely completion of grant-related materials and strategic initiatives.
• Administrative & Organizational Support:
  • Maintain organized documentation, records, and supporting materials related to strategy, research, and culture initiatives, ensuring accuracy, consistency, and accessibility.

Key Outcomes

• Accuracy: Minimal rework required due to data entry or documentation errors.
• Timeliness: Transactions, updates, and trackers are kept current per agreed schedules.
• Completeness: Submissions/batches are processed with all required documentation and approvals.
• Control mindset: Exceptions are identified early, documented clearly, and routed to resolution.
• Process Reliability: Recurring workflows are executed consistently without missed steps or handoff breakdowns.
• File discipline: Records are consistently saved, searchable, and audit-ready.

Qualifications

Faith and Mission Alignment

• Demonstrated devotion to Jesus Christ, personal holiness, and a passion for making Him known.
• A Christian exhibiting mature spiritual growth, evidenced by the fruit of the Spirit and a firm grasp of foundational Christian doctrine.
• Active member of an evangelical church that affirms the tenets of historic Christianity (PCA preferred but not required).
• Genuine passion for serving the church and its ministry leaders.
• Affirmation of Geneva’s Statement of Faith and adherence to the organization’s Code of Conduct.

Professional

Education & Experience

• High school diploma required.
• Associate’s or Bachelor’s degree preferred.
• Minimum of 5 years of administrative, office management, or business support experience.
• Demonstrated experience working with high-volume, detail-sensitive tasks (expense documentation, receipting, data updates, list maintenance).

Core Competencies

• Exceptional attention to detail and accuracy; enjoys “getting it right.”
• Strong organizational skills; can manage multiple recurring workflows without dropping handoffs.
• Proficiency with Excel (filters, lookups, formatting consistency) and maintaining trackers/logs.
• Comfort working in multiple systems (CRM/database, document management, finance-related portals).
• Clear written communication—especially when documenting exceptions and follow-ups.
• Professionalism and discretion with confidential information.
• Proactive, resourceful, and able to meet deadlines with accuracy and independence.
• Ability to collaborate with Geneva personnel and PCA committees/agencies.
• Perseverance in challenging ministry and business environments.

Technical Skills

• Proficiency in Office 265 (Outlook, Excel, Teams, SharePoint/OneDrive).
• Experience with collaboration and project management tools (e.g., Teams, Asana).
• Ability to learn and effectively use organizational systems and tools (e.g., CRM platforms).

Work Environment & Physical Requirements

• This is a fully on-site role requiring daily in-office presence at Geneva’s offices in Lawrenceville, Georgia.
• Prolonged periods of sitting, standing, and walking throughout the office.
• Occasional light lifting (up to 20 lbs.).
• Regular interaction with staff and vendors.
• Reasonable accommodations provided in accordance with applicable laws.

Additional Information

• Periodic travel may be required to support organizational
• This role does not include supervisory or people-management
• Responsibilities are prioritized and assigned based on organizational needs and may vary in volume across functional areas.
  • Periodic time-sensitive processing days may require schedule flexibility (e.g., deadlines, lockbox cycles, month-end-like rhythms).

General Statement

• This job description is not intended to be an exhaustive list of all responsibilities.
• Employees may be assigned additional duties as needed to support organizational goals.
• This document does not constitute a contract of employment, implied or otherwise; employment remains at-will.

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