Kids and Students Coordinator

Highland Park Presbyterian Church•Dallas, TX

About The Position

The Kids and Students Coordinator provides administrative and operational support across ministries serving birth through college, helping Highland Kids and Students Ministry partner with families to disciple the next generation to find and follow Jesus. The role maintains ministry systems and records, supports events and financial processes, coordinates volunteers and facilities, and improves administrative operations so Pastors and Directors can focus on vision, programming, relationships, and discipleship. The position works Monday through Friday and supports the Pastors of Young Families and Students and Families, along with Pastors and Directors within Kids and Student Ministry. It also supports ministry coordinators on major projects and tasks. The role is expected to reflect the organization’s Christian mission and culture, affirm and support ECO’s Essential Tenets, and advocate for HP Pres’s culture and vision.

Requirements

Three years of experience in an administrative-type role.
Strong ability to manage multiple competing priorities and communicate proactively about deadlines and capacity.
Skills with Microsoft Office, financial management software, and database management.
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’s Essential Tenets.
Acts as an advocate of HP Pres’s 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 or comparable experience.

Responsibilities

Maintain accurate individual and family profiles in The Hub, including entering new people, matching existing profiles, and updating records.
Create, update, and monitor event registrations and forms in collaboration with ministry Directors.
Ensure weekly attendance is accurately recorded 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 and attendance trends, and follow up with families who have stopped attending.
Support guest check-in, ensure new families are entered into the database and added to appropriate groups and communication lists, and oversee the weekly New Guest Report.
Maintain ministry groups and communication lists, and create and print nametags for programs and events as needed.
Submit and coordinate website updates so ministry webpages and The Hub 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 and support 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 the general budget 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 programs and events, including 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.
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 and tasks, and request their support when needed.