Ministry Trip Coordinator

Summary of Responsibilities:

The Ministry Trip Coordinator provides operational leadership and administrative support for Highlands College Ministry Trips, ensuring students are equipped to engage in meaningful cross-cultural ministry experiences. This role oversees mission trip systems, coordinates travel and logistics, coaches students through trip requirements, and partners with ministry leaders to execute each trip with excellence. Through proactive communication, strong organization, and a heart for developing leaders, the Ministry Trip Coordinator helps create transformative experiences that prepare students to strengthen local churches and fulfill the mission of training leaders for a global harvest.

Specific Duties and Responsibilities:

1.Coach students and teammates through the mission trip process.

a.    Answer questions about program details by learning and clearly explaining the process.

  b.Equip students to complete trip requirements and meet expectations.

c. Assist with orientations, trainings, and ongoing student communication.

d.  Provide encouragement, accountability, and timely follow-up throughout process.

2.Coordinate mission trip logistics and finances.

       a.   Arrange group travel including flights, ground transportation, accommodations, and travel insurance.

       b.Coordinate with trip leaders, ministry partners, and vendors to support trip preparation and execution.

       c.Work with the accounting team to monitor and manage trip budgets.

       d.Coordinate and support student fundraising workshops, resources, and communication.

       e.   Remain available and on call during all active mission trips to support travel condition, emergencies, or time-

             sensitive needs.  

3.    Manage mission trip systems and administrative processes.

        a.    Build and manage trips in Managed Missions by uploading dates, documents, tasks, and resources.

        b.    Track student progress through fundraising, paperwork, training, and required milestones.

        c.    Maintain accurate records of mission trip participants, documentation, and compliance requirements.

        d.    Provide administrative support to trip leaders and the Ministry Training team.

4.    Ensure clear communication and successful follow-through.

        a.    Send timely emails updates, reminders, and resources to students, trip leaders, and ministry partners.

        b.    Monitor deadlines and proactively communicate next steps to ensure task completion.

        c.    Distribute and collect surveys and post-trip evaluations.

        d.    Recommend improvements to systems, processes, and communication based on student and trip leader

               feedback.

Other Duties:

• Affirm and uphold the Statement of Faith and the Core Values and DNA of the College, exemplifying all by word and lifestyle.
  

Leadership Requirements:

·      May occasionally oversee student leaders in the mission trip process.

·      Influences students by providing clear next steps, helpful tools, and encouragement.

·      Plans, prioritizes, and communicates deadlines and tasks in advance.

Qualifications

Personal Characteristics:

• Demonstrates a genuine interest in supporting others, coaching, and training to improve performance.
• Remains calm and dependable under pressure.
• Ability to remain resilient under pressure and effectively adapt to multiple demands, ambiguity, and rapid change.
• Positive, solutions-oriented, and dependable.
• Resilient when navigating details, timelines, and shifting priorities.
• Encourages the contribution of others and takes their views into account.
• Highly focused, self-started with an elevated level of energy and positive outlook.

Essential Traits:

• Highly organized.
• Process-driven.
• Detail-oriented.
• Dependable and consistent.

Abilities & Skills:

• Ability to self-motivate and make independent decisions.
• Plans and coordinates multiple logistics and deadlines with excellence.
• Coaches students through systems and helps them follow through.
• Explains detailed processes and expectations clearly.
• Manages budgets and systems with accuracy.
• Comfortable with trip systems like Managed Missions or similar platforms.
• Demonstrates cultural awareness and communicates clearly and respectfully with global ministry connections, adapting as needed to varying time zones, expectations, and communication styles.

Knowledge:

• Understands the full structure of the Highlands College Ministry Trip program.
• Understands the purpose of mission trips that prioritize church planting, leadership development, and partnership with local churches with a focus on the Great Commission.
• Familiarity with a basic understanding of global missions, including unreached people groups, “when helping hurts” model of poverty relief, cross-cultural evangelism and outreach.
• Knows how to monitor and reconcile budgets and financial records.
• Familiar with basic group travel booking and coordination.

Education:

• Bachelor’s degree preferred or equivalent work experience in administration, project coordination, ministry, or logistics.

Experience:

•  2+ years in administrative, student support, or event/logistics coordination role preferred.
•  Experience coordinating travel or large-scale group events is a plus.
• Familiarity with student ministry or mission-based programs preferred.

Extent of Public Contact:

• Medium to high: Regular contact with students, team, vendors, and ministry partners.

Physical Demands:

• Good physical condition is required.
• Ability to sit and work at a computer for extended periods.
• Occasional lifting of boxes (up to 30 lbs) for event or trip materials.
• Occasional travel may be required.

Direct Reports:

• This position is not a team lead for any Highlands College teammates.