Youth Ministry Administrative Coordinator

Description

In a Sentence: 

The Youth Ministries Administrative Coordinator supports the mission of EFCC by providing administrative leadership, organizational excellence, and proactive communication that enables Next Gen pastors, interns, and ministry partners to effectively minister to students, young adults, and their families. This role serves as the operational hub of the Youth Ministry Department, coordinating ministry calendars, events, registrations, finances, databases, and communications to ensure the effective execution of ministry programs and initiatives.

Classification

PT to FT Non-Exempt, depending on availability 

Reports To: Josh Rose 

Position Title: Administrative Coordinator

Direct Reports: None

Time Commitment:

 19-40 hours/week, including weekly participation in EFCC staff meetings;

Wednesday programming; Sunday programming; and other events as assigned

Participation in the life of the body through worship gatherings, etc.

Qualifications:

Affirm EFCC’s Statement of Faith, Mission, & Values. 

Administrative experience preferred

Strong administrative and interpersonal communication skills are necessary 

Loves People.

Flexibility, creativity, and a passion for serving others.

Requirements

Key responsibilities include, but are not limited to:  

Calendar & Ministry Planning

• Manage and maintain ministry calendars, reservations, and planning tools in collaboration with Family Ministry staff and other church departments.
• Confirm event details and communicate accurate scheduling information to staff, volunteers, and the church community.
• Partner with Pastors, Directors, and Coordinators in developing annual ministry calendars and coordinating ministry logistics.
• Maintain department planning calendars and ensure all related reservations, facilities, and resources are current and accurately scheduled.

Database & Records Management

• Manage and maintain ministry databases using Planning Center.
• Maintain accurate student, parent, volunteer, and leader records.
• Track attendance and participation records for ministry programs and events.
• Support data integrity, reporting, and communication needs for Family Ministry.
• Event Registration & Program Support
• Serve as registrar for camps, retreats, and ministry events.
• Coordinate registrations, contracts, deposits, payments, and event records.
• Oversee registration processes and equip registration teams for ministry programs and special events.
• Provide logistical and administrative support for ongoing ministry activities and special events.

Financial Administration

• Process department deposits, reimbursements, mileage reports, and budget transactions.
• Maintain petty cash and other departmental financial records.
• Prepare and submit credit card expense reports and supporting documentation.
• Assist with budget tracking and financial procedures in accordance with church policies.
• Communication & Ministry Support
• Serve as a primary point of contact for ministry phone calls, emails, and inquiries, responding with professionalism, grace, and sensitivity.
• Provide administrative and logistical support to pastors, coordinators, interns, ministry partners, volunteers, students, and families.
• Assist during ministry programs and events by providing direction and support to students, parents, volunteers, and staff.
• Order and maintain supplies and materials necessary for ministry operations.
• Foster clear and effective communication between ministry staff, volunteers, parents, and participants.
• Other Responsibilities
• Perform other duties as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: Select which physical movements are required on the job and how much exposure to the following environmental conditions does this job require. (We recommend you to at least indicate 10lbs, as this would cover the employee if they need to pick up a ream or a box of paper.)  

Sitting and standing: The ability to remain in a stationary position for a majority of the workday is a common requirement. Occasional standing and walking to move around the office is also standard.

Fine motor skills: Many office jobs require the use of hands for fine manipulation, such as typing on a keyboard, handling small objects, or using a computer mouse.

Vision: Good close-up vision is necessary for activities like reading documents, reviewing data, and using a computer screen for extended periods.

Hearing and speech: The ability to communicate clearly and listen to information, both in person and over the phone, is essential.

Lifting and carrying: While heavy lifting is rare, some positions may require occasionally lifting, carrying, or moving objects weighing up to 10 pounds.

Other movements: Tasks like reaching, bending, and stooping to access files or other objects may be required occasionally.