Kids and Students Coordinator

Department:

Highland Kids + Students + Families

Exempt or Non-Exempt:

Non-Exempt

Reports to:

Supports:

Pastor of Young Families and Pastor of Students and Families

Pastors and Directors within Kids and Student Ministry

Direct Supervisor of:

N/A

Tier:

Implementation

Work Schedule:

Monday - Friday

Our vision: leading all generations to find and follow Jesus for the flourishing of our city and beyond

PURPOSE OF THIS POSITION

The Kids and Students Ministry exists to partner with families in discipling the next generation to find and follow Jesus. Through meaningful relationships, intentional environments, significant milestones, and practical resources, we seek to equip parents as the primary disciplers of their children and raise up lifelong followers of Jesus.

The Kids and Students Coordinator plays a vital role in advancing this mission by providing excellent administrative and operational support across ministries serving birth through college. This position ensures that ministry systems, events, financial processes, and daily operations run efficiently and consistently, freeing Pastors and Directors to focus on vision, programming, relationships, and discipleship.

DESIRED RESULTS/IMPACT OF THIS POSITION

• Pastors and Directors receive accurate information, timely administrative support, and reliable systems that enable them to lead their ministries effectively.
• Family, student, volunteer, and attendance records are accurate and up to date, enabling meaningful follow-up and ministry care.
• Events and ministry programs are supported through proactive planning, clear communication, and timely execution.
• Financial records and processes are accurate, organized, and transparent, enabling ministry leaders to steward resources wisely.
• Administrative processes across Kids and Students Ministry are consistent, efficient, and continually improving.
  

KEY RESPONSIBILITES

Database (The Hub) and Ministry Systems Management

• People Profiles: Maintain accurate individual and family profiles within the church database, including entering new individuals, matching existing profiles, and updating.
• Events and Forms: Create, update, and monitor event registrations and forms in collaboration with ministry Directors.
• Attendance: Ensure weekly attendance is accurately recorded across all ministry areas, including manual entry when needed. Conduct regular database clean-up following Sunday and Wednesday programming.
• Reports: Generate and distribute weekly and quarterly reports to help Directors identify new families, monitor engagement, recognize attendance trends, and follow up with families who have stopped attending.
• Guest Check-In: Support a seamless guest check-in experience, ensuring new families are accurately entered into the database and added to appropriate groups and communication lists. Oversee the weekly New Guest Report.
• Groups and Communication Lists: Maintain accurate groups, adding and removing individuals as needed to support ministry communication and engagement.
• Nametags: Create and print nametags for ministry programs and events as needed.
• Website Updates: Submit and coordinate website updates to ensure ministry webpages and The Hub are accurate, aligned, and reflect current programs, events, and registration opportunities.

Event Management

• Partner with Directors to coordinate vendors, payments, and registrations for events.
• Support the planning and execution of larger Kids and Students events, including VBS, Advent Family Experience, retreats, and mission trips.
• Track event tasks, timelines, and deadlines to ensure timely execution and clear communication across ministry teams.

Volunteer Administration

• Build “check-in” volunteer teams for each ministry area and coordinate scheduling
• Monitor Background check and Child Safety Training reports alongside Directors

Budget Support and Management

• Support the Pastors and Directors to develop annual budgeting process and financial planning, including both general budget and Woods Foundation grant money.
• Monitor expenses, monitor financial platforms (Martus, Nexonia) effectively, and provide monthly reports to Kids and Students Ministry leaders and be aware of spending rates and ensure charges have been appropriately coded.
• Support Pastors and Directors in establishing standardized budgeting processes and financial evaluations for events, trips, and weekly programs.

Facility and Ministry Partner Coordination

• Partner with Pastors and Directors to coordinate facility scheduling and space utilization for Kids and Students Ministry programs and events.
• Support scheduling and logistical coordination with ministry partners utilizing facilities.

Meeting Coordination

• In partnership with the Pastors, schedule team meetings and recurring meeting rhythms to support ministry communication and project progress.
• Record meeting notes and action items, distributing timely follow-up to ensure clarity, accountability, and progress.

Operational Norms

• Partner with Pastors to develop, document, and improve consistent administrative processes across Kids and Students Ministry.
• Support staff training and effective use of church operational platforms, including Nexonia, Teams, Martus, BambooHR, The Hub (Church Community Builder), and ADP.
• Identify opportunities to improve administrative workflows and increase operational efficiency across ministry areas.

Coordinator Team Support

• Rotating time at the Hunt Lobby front desk as needed
• Attend Calendar Meeting on behalf of department
• Support other ministry coordinators for big projects / tasks
• Requesting support from other ministry coordinators for big projects / tasks

EDUCATION, EXPERIENCE, SKILL, ABILITY REQUIREMENTS

• Organization: Strong ability to manage multiple competing priorities and communicate proactively regarding deadlines and capacity.
• Education: Bachelor’s degree preferred, or comparable experience
• Experience: 3 years in admin type role
• Skills: Microsoft office, financial management software, database management
• Abilities: frequent lifting under 30 lb; ability to maintain composure under pressure

WORKPLACE EXPECTATIONS

• Loves Jesus, the people of HP Pres, the city of Dallas and the world
• Affirms and supports ECO (our denomination) Essential Tenets
• Acts as an advocate of the culture and vision of HP Pres
• Commits to and exhibits our Team Culture Values:
  • Deeply abiding in Jesus
  • We > Me
  • Defiant joy in the trenches of ministry

To learn more about us, please visit us at hppres.org