Pushpay Administrator

Position Summary The Pushpay Administrator is responsible for the day-to-day administration, maintenance, and operational support of the Company's Pushpay system. The role keeps system information accurate, organized, current, and functional while supporting functional and department leaders with forms, registrations, workflows, user access, records, reporting, and routine troubleshooting. The Pushpay Administrator reports to the Operations & Administration lead, who retains overall operational oversight of Pushpay, establishes system priorities, and provides direction regarding how the platform supports the Company's operations. This position requires prior hands-on experience administering a CRM, database, church management system, membership management system, or comparable platform. General familiarity or comfort with technology alone is not sufficient. Direct Pushpay experience is strongly preferred. Essential Duties & Responsibilities System & Database Administration Perform routine administration and maintenance of the Company's Pushpay platform. Maintain accurate member, participant, group, and other applicable system records. Identify and correct duplicate, incomplete, outdated, unmatched, or inaccurate records. Maintain established naming conventions, categories, tags, groups, queues, and organizational standards. Complete routine data cleanup and system audits as requested. Forms, Registrations & Workflow Administration Create, configure, test, maintain, and archive approved Pushpay forms, registrations, sign-ups, and workflows. Update existing forms and workflows when information, dates, contacts, requirements, or approved processes change. Coordinate with functional owners to ensure system builds accurately reflect their approved processes. Review proposed workflows and identify opportunities to simplify the system configuration before building. Distinguish between activities that should be configured or automated within Pushpay and activities that should remain operational procedures outside the system. Confirm links, automated messages, routing, statuses, and workflows function properly before launch. Participate in team testing and make approved revisions based on testing results. User Access & System Support Assist with establishing and maintaining appropriate Pushpay access for authorized users. Process approved additions, changes, or removals of system permissions and access. Troubleshoot routine user, group, event, queue, access, and system issues. Provide basic guidance to staff and other authorized Pushpay users. Escalate technical problems that cannot be resolved internally to Pushpay support or the Operations & Administration lead. Operational Support & Coordination Receive and manage routine Pushpay administrative requests from authorized functional and department leaders. Coordinate with functional owners to ensure system configuration reflects their approved business or operational processes. Support events, groups, communication workflows, registrations, and data needs within Pushpay. Communicate open issues, completed requests, risks, and items requiring decisions to the appropriate leadership. Recognize when a request requires a functional-owner decision and obtain appropriate direction rather than independently determining the underlying process. Reporting, Data & Documentation Generate routine Pushpay reports requested by authorized leadership. Assist leadership with retrieving system information needed for operational decision-making. Maintain documentation for recurring Pushpay processes, workflows, permissions, and administrative procedures. Create clear checklists and transition-ready instructions so system knowledge is documented and transferable. Recommend opportunities to simplify, standardize, or improve routine Pushpay administration. Initial Workflow Implementation Goals The selected contractor will begin with an established group of priority workflows. Initial process mapping has already occurred. The Administrator will assist with reviewing the proposed workflows, simplifying the system components where appropriate, building the approved configuration in Pushpay, testing it with the team, and making approved revisions before launch. Priority Workflow Planning Estimate Initial Objective 1 Women's Ministry 2–3 weeks Simplify the proposed flow and determine what belongs in Pushpay versus operational guidance. The approved structure may later be duplicated for Men's Ministry. 2 Baptism Follow-Up 1 week Build from an existing Baptism workflow and configure the approved follow-up process. 3 Bereavement 2–3 weeks Simplify tiers, response requirements, approvals, routing, and follow-up before configuration. 4 Benevolence 3–4 weeks Separate operational/care processes from Finance and approval requirements and determine appropriate Pushpay tracking and automation. 5 First-Time Guests 2–3 weeks Simplify statuses, follow-ups, routing, and the core guest journey before configuration. 6 Stay Connected 1–2 weeks Use the approved First-Time Guest structure where appropriate to avoid unnecessary duplicate processes. 7 College Scholarships 1–2 weeks Configure application, review, approval, notification, and completion processes. The structure may later support College Care Packages. 8 Graduation 1–2 weeks Configure the appropriate Pushpay components without unnecessarily converting the entire event-planning process into a system workflow. These timeframes are initial planning estimates rather than guaranteed deadlines. Actual implementation will depend on process decisions, workflow complexity, testing, revisions, and system requirements. Role Boundaries & Oversight The Pushpay Administrator is responsible for system administration and execution. The position does not independently establish organizational policy, determine functional strategy, approve financial decisions, or determine how another functional area should operate. Functional owners remain accountable for decisions regarding how their respective processes operate. The Operations & Administration lead retains operational oversight of Pushpay, including system strategy, priorities, approval of significant system configuration and cross-functional workflow changes, and cross-functional coordination. When a Pushpay request involves another functional area, such as Finance, HR, Communications, or a specific department, the Administrator coordinates with the appropriate functional owner rather than independently determining the underlying policy, process, or business decision. Measures of Success Pushpay records remain accurate, current, organized, and appropriately maintained. Routine administrative requests are completed timely and communicated clearly. Forms, registrations, queues, and workflows function as intended. Approved workflows are translated into practical, user-friendly system configurations. Workflows are appropriately tested before launch. Access and permissions are maintained according to approved authorization. Duplicate, unmatched, or inaccurate records are identified and resolved consistently. Process documentation remains current and usable by other authorized team members. Issues outside the Administrator's authority are escalated promptly and appropriately. Education / Experience High school diploma or GED required; associate degree, technical training, or related education preferred. Prior experience administering a CRM, database, church management system, membership management system, administrative platform, or comparable system is required. Demonstrated experience configuring and maintaining workflows, forms, records, permissions, routing, automations, or similar system functions. Experience translating operational processes into functional system workflows. Experience in administrative coordination, technology support, forms/registration management, or records management strongly preferred. Direct Pushpay or Pushpay ChMS administration experience is strongly preferred. Experience supporting a church, nonprofit, educational, membership-based, or community organization is helpful but not required. Computer / Technical Skills Demonstrated ability to administer technology platforms and cloud-based systems. Ability to manage records, data entry, permissions, forms, workflows, routing, and routine system troubleshooting. Ability to understand workflow logic and identify unnecessary complexity before configuring a process. Comfort with Google Workspace, email, spreadsheets, shared folders, and basic reporting tools. Strong attention to detail, data accuracy, organization, and process documentation. Ability to recognize when a system issue or process decision requires escalation rather than independent resolution. Core Competencies Attention to detail and data accuracy. Organization and follow-through. Problem solving and system administration aptitude. Process and workflow thinking. Confidentiality and sound judgment. Clear written and verbal communication. Ability to manage multiple administrative requests and priorities. Ability to work independently in a remote environment while remaining aligned with leadership and functional owners. Confidentiality & Data Responsibility The position may have access to member, participant, volunteer, donor, operational, or other confidential information. The Pushpay Administrator is expected to maintain strict confidentiality, use access only for authorized business purposes, and follow Company privacy, security, and data-handling expectations at all times. Supervisory Responsibilities This position does not currently have direct supervisory responsibility. The Pushpay Administrator may coordinate with department administrators, staff, volunteers, functional owners, or other system users as needed to complete approved Pushpay-related work. When Applying Please include: The CRM, database, church management, membership management, or similar systems you have personally administered. Whether you have direct Pushpay or Pushpay ChMS experience and what you personally configured or administered. An example of a workflow you personally built or configured. An example of a process you simplified before configuring or automating it. Your hourly rate. Your weekly availability and approximate number of hours available. Your availability for scheduled virtual meetings with a U.S.-based team. Remote | Part-Time | Contract