Ministry Job Details

DENOMINATION:

Baptist

JOB DESCRIPTION:

The Administration Assistant for Discipleship and Student Ministries, and Communication is responsible for and passionate about connecting people with the Lord and with each other. This person will help to coordinate and provide resources that will enhance the discipleship development of the adult ministries. This person will coordinate the connection of our students with each other and our adult volunteer leaders as well as better connect the parents with their students, adult leaders, and other families within the church. This person should be willing and excited to work to create better communication and administrative systems using the latest technology. This person will need to possess excellent interpersonal skills to recruit and coordinate volunteers, assist adults, students, and parents, and work with other ministries within the church.

Hours Requirement: 40 hours per week

Days Requirement: Primarily Monday – Friday, Other times as needed

Time Preferences: 9:00 a.m. – 5 p.m.

Supervised by: Associate Pastor for Discipleship

Skills Required:

• Proficient in all word processing programs including Microsoft Word and Excel; ability to create and use email distribution lists for communication with parents, students, and other adults.
• Ability and willingness to learn and use the appropriate technology and systems for communication and attendance purposes in the overall ministry of discipleship and student ministry.
• Excellent interpersonal skills to recruit and coordinate volunteers, work with other ministries in the church, and assist students and parents.
• Passion for the spiritual growth of our student ministry and adult ministries and willing to engage in all aspects of both.

Job Description:

Weekly Administrative Tasks (16 - 18 hours per week):

Student Ministry

• Coordinate with Communications Director to advertise weekly to Student Ministry for regular programs and upcoming events.
• Update attendance for weekly programming. Follow-up on new attendees that have not yet registered with Student Ministry to ensure the establishment of future communication and family information in the church database.
• Communicate with volunteer leaders on missing students at weekly programming for follow-up and reconnection. Follow-up with youth pastor on missing students.
• Maintain an excel spreadsheet of all registered students and contact information for update in the church database and all church communications. Update the spreadsheet weekly for new registrations and follow up to obtain missing information.
• Send welcome letters or emails to newly registered students and their parents.
• Coordinate and assist volunteers weekly to ensure coverage for weekly programming and events. Recruit substitutes and additional leaders as needed.
• Maintain excel spreadsheet with contact information and email distribution lists for all Student Ministry volunteers including Sunday morning, Sunday night, and Wednesday evening facilitators and special event volunteers. Ensure and maintain background checks completed on all volunteers in Student Ministry.
• Send emails following events to volunteers to thank them for their service.
• Put together Student Ministry Praise team binder and put away music from each week. Coordinate with students to set up Pro Presenter.
• Order curriculum and handle all administrative matters related to Sunday School, Student ministry Sunday night, and Wednesday night programming.
• Support and resource the Student Ministry Partnership Committee as needed.

Adult Discipleship Ministries

• Coordinate with the various ministries that fall under Discipleship and set up events on the church calendar and administer support for these events where needed.
• Schedule and coordinate meetings for the ministries as well as the Discipleship Pastor.
• Support and Resource the Adult Discipleship Partnership Committee as needed.
• ABF
• • Curriculum - Supply ABF classes by ordering, distributing, and picking up curriculum.
  • Assistance – respond to ABF class requests from Teachers, Secretaries, etc.
  • Communication – communicate with ABF classes to make aware of church ministry needs service opportunities.
  • Outreach - Update and maintain the process for outreach and guest connection with ABF.
  • Team – Notice of upcoming monthly meetings, attend meetings, and work with the team as needed.
• Work with the Director of Communication for ABF changes and studies for Connecting Point as well as ministry events
• Setup, maintain, and follow up with those attending Discover Mount Vernon, including curriculum and supplies.
• Communicate with church members, vendors, and others as it pertains to Discipleship Ministries.
• Follow-up on baptisms.

Ministry Planning (2-hour week; occasionally 3 hours):

• Weekly meeting with:
• • Youth minister to plan calendar and upcoming ministry needs (1 hour).
  • Discipleship Pastor to plan calendar and upcoming ministry needs (1 hour).
• Collaborate with Partnership committees and subcommittees of both ADPC and SMPC and follow up on assignments from the committee with the appropriate Pastor (1 hour).

Special Event Planning and Onsite Assistance With Special Events (8-10 hours week):

• Actively participate in yearly event planning to set discipleship and student ministry calendar and follow up on logistics of each event with the youth pastor on weekly basis.
• Maintain an excel spreadsheet of registered students and all forms required and received for each event.
• Receive and process all receipts for events.
• Coordinate volunteers and room set up for each event with the church calendar and other ministries.
• Work with Childcare Coordinator for all events to ensure childcare for volunteer children and participants when needed.
• Work with Communications Director on advertising events and receiving copies of registrations and excel spreadsheet of attendees.

Communication Support: (10 hours weekly)

• Meet with the Director of Communications weekly to go over needs, tasks, and schedule
• Administrate the gathering of information for events needing promotion
• Create registration forms for events (including payment options)
• Connecting Point
• • Enter weekly finance, attendance, prayers, worship order, calendar.
  • Print on Fridays and place out for Distribution.
• Midweek Study
• • Print handouts Wednesday mornings.
  • Send midweek email when handout is linked from website.
• Create and follow a Table/Display Request Process.
• Update Multiple Promotion locations (physical and electronic) as needed. Would include signage and materials.