Kids and Students Coordinator

Highland Park Presbyterian Church•Highland Park, TX

About The Position

The Kids and Students Coordinator provides administrative and operational support across ministries serving birth through college. The role helps ensure ministry systems, events, financial processes, and daily operations run efficiently and consistently, enabling Pastors and Directors to focus on vision, programming, relationships, and discipleship. The position supports the mission of partnering with families to disciple the next generation to find and follow Jesus through meaningful relationships, intentional environments, significant milestones, and practical resources.

Requirements

Bachelor’s degree preferred, or comparable experience.
Three years of experience in an administrative role.
Strong ability to manage multiple competing priorities and communicate proactively about deadlines and capacity.
Microsoft Office skills.
Financial management software skills.
Database management skills.
Ability to lift frequently, with loads under 30 pounds.
Ability to maintain composure under pressure.
Loves Jesus, the people of HP Pres, the city of Dallas, and the world.
Affirms and supports ECO Essential Tenets.
Acts as an advocate of HP Pres culture and vision.
Commits to and exhibits the Team Culture Values: Deeply abiding in Jesus; We > Me; and Defiant joy in the trenches of ministry.

Nice To Haves

Bachelor’s degree.

Responsibilities

Maintain accurate individual and family profiles in the church database, including entering new individuals, matching existing profiles, and updating records.
Create, update, and monitor event registrations and forms in collaboration with ministry Directors.
Ensure weekly attendance is recorded accurately across ministry areas, including manual entry when needed, and conduct regular database clean-up after Sunday and Wednesday programming.
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.
Support guest check-in, ensure new families are entered accurately in the database and added to appropriate groups and communication lists, and oversee the weekly New Guest Report.
Maintain accurate groups and communication lists, adding and removing individuals as needed.
Create and print nametags for ministry programs and events as needed.
Submit and coordinate website updates so ministry webpages and The Hub accurately reflect current programs, events, and registration opportunities.
Partner with Directors to coordinate event vendors, payments, and registrations.
Support 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 support timely execution and clear communication across ministry teams.
Build check-in volunteer teams for each ministry area and coordinate scheduling.
Monitor background-check and Child Safety Training reports alongside Directors.
Support annual budgeting and financial planning, including general budgets and Woods Foundation grant funds.
Monitor expenses and financial platforms, provide monthly reports to ministry leaders, track spending rates, and ensure charges are appropriately coded.
Support standardized budgeting processes and financial evaluations for events, trips, and weekly programs.
Coordinate facility scheduling and space utilization for Kids and Students Ministry programs and events with Pastors and Directors.
Support scheduling and logistical coordination with ministry partners using the facilities.
Schedule team meetings and recurring meeting rhythms in partnership with Pastors.
Record meeting notes and action items and distribute timely follow-up.
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 operational efficiency.
Rotate time at the Hunt Lobby front desk as needed.
Attend the Calendar Meeting on behalf of the department.
Support other ministry coordinators on major projects or tasks and request their support when needed.
Exhibit the workplace expectations of loving Jesus, the people of HP Pres, the city of Dallas, and the world; affirming and supporting ECO Essential Tenets; advocating for HP Pres culture and vision; and committing to the stated Team Culture Values.