Office Manager- Ministry

Seeds Wilderness Therapy•Montrose, CO

10h•$20 - $26•Onsite

About The Position

Seeds Wilderness Therapy is prayerfully seeking an Office Manager who embodies humility, excellence, and a heart to serve behind the scenes so that families, staff, churches, and students can flourish. This role is far more than administrative support — it is a ministry of stewardship, order, and quiet faithfulness that strengthens every part of what God is doing through Seeds. The Office Manager is entrusted with the systems that hold our ministry together: documentation, compliance, HR support, communication structures, program intake files, workflow management, and marketing support. These are not small tasks. They are the unseen threads that allow the Family Care & Discipleship Coordinator to walk closely with parents, the clinical team to focus on therapeutic care, and our field staff to pour into students with presence and clarity. When these systems are healthy, families experience peace, staff experience support, and the ministry moves forward with stability and grace. We are looking for someone who understands that administrative work can be holy work — that spreadsheets, filing systems, and communication workflows can become acts of worship when done with integrity and a heart to honor Christ. Someone who finds joy in bringing order to complexity, who sees details as opportunities to serve, and who approaches each task with prayerfulness and diligence. Someone who values confidentiality, reliability, and excellence not because they are required, but because they reflect the character of Jesus. This role is not pastoral, but it is deeply spiritual. The Office Manager helps create an environment where healing and transformation can take place by ensuring that the foundation beneath our ministry is strong, organized, and trustworthy. Your work will never be loud or spotlighted, but it will be felt — in the peace of a parent who receives timely communication, in the confidence of a staff member who knows their documentation is supported, and in the smooth flow of a ministry that depends on faithful hands behind the scenes. If you are someone who: • Thrives in bringing order, clarity, and structure to complex systems • Finds satisfaction in supporting others so they can serve more fully • Loves the idea of strengthening a ministry through excellence and stewardship • Desires to work in an environment shaped by prayer, unity, and Christlike character • Believes that administrative faithfulness is a form of discipleship …then we would be honored to explore this opportunity with you. Seeds Wilderness Therapy is a place where families encounter hope, where students rediscover identity, and where staff serve with dependence on the Holy Spirit. If the Lord is stirring your heart toward this work — toward a role that is quiet but essential, unseen but deeply impactful — we welcome your application and look forward to discerning together.

Responsibilities

Student File Management and Administration
Maintain organized, accurate records in digital filing systems.
Prepare and send letters, notices, invoices, and required documentation.
Oversee and manage the Family Care and Discipleship Coordinator. (This is both an admissions role as well as parent coordinator/ case manager position. The combination of these roles allows a single point of contact for each family.)
Support the Family Care and Discipleship Coordinator and clinical team by keeping documentation organized and accessible.
Coordinate communication logistics between parents, therapists, field staff, the Clinical Director, and Seeds leadership–as it affects documentations. (Outside of invoices, the main parent facing communication is done through the Family Care and Discipleship Coordinator.)
Maintain and update CRM pipelines, workflows, automations, and templates as directed.
Ensure all parent and student progress is accurately tracked.
Monitor CRM tasks, reminders, and follow‑up sequences and communicate next‑touch‑point steps to the Family Coordinator (FCDC).
Track questionnaires, assessments, and parent/student forms.
HR and Staff Files
Maintain accurate employee records.
Track employee certifications and file them appropriately.
Maintain training logs and ensure they are current.
Keep HR policies updated in the manual.
Schedule employee reviews (monthly/quarterly/yearly).
Conduct quarterly employee file audits.
Coordinate background checks for new employees.
Documentation or Compliance
Review case notes, weeklies, dailies, IRs, and session notes for completeness.
Ensure all documentation is scanned, uploaded, and organized weekly.
Oversee a college intern or an office assistant who will support general administration tasks. Meet weekly with this person for task delegation learning development. personal discipleship. Pray weekly for their personal lifes
Submit Critical Incident Reports to the state when required.
Conduct weekly/monthly compliance checks on student files.
Coordinate documentation flow between therapists, staff, parents, and students as supported by the FCDC.
Maintain accurate, accessible archives of all program‑related documentation.
Scan and upload documents, letters, and notes weekly.
Admin other Assigned Projects for Auxiliary Programs
Seeds serves families, churches, and youth leaders through multiple ministry streams. The Office Manager provides the administrative foundation for these initiatives, ensuring every program is organized, professional, and ready for growth.
Intake & Enrollment: Manage all registration paperwork, required forms, and participant files.
Logistical Coordination: Prepare all packets, rosters, and training materials; coordinate travel and scheduling with participants and staff.
Financial Stewardship: Track all invoices, payments, and administrative needs.
Communications: Maintain consistent templates and follow-up documentation to ensure clear communication with all participants.
Support the Director with administrative tasks related to program development.
Ensure consistency in communication templates, forms, and workflows across all Seeds programs.
Assist with scheduling, invoicing, and communication for all Seeds initiatives.
Provide administrative support during slower seasons to prepare for peak ministry times.