Youth & Young Adult Administrator

Position Overview

The Youth & Young Adult Administrator provides comprehensive administrative, operational, and communication support to the Youth and Young Adult Ministries. This position ensures that both ministries run efficiently and with excellence by managing logistics, coordinating Dream Team, facilitating communication, and supporting events and discipleship systems. The Youth & Young Adult Administrator plays a critical role in helping students and young adults experience Christ, community, and calling through well-organized ministry operations.

Key Responsibilities

Administrative Support & Systems

• Manage and maintain the Youth and Young Adult profiles and process queues within Church Community Builder (CCB), ensuring accurate tracking of attendance, assimilation, and Dream Team engagement.


• Assist in managing calendar and schedule of Youth & Young Adult Pastor.


• Effectively execute the objectives and projects as directed by the Youth Pastor and Executive Team.
  


• Ensrure First-Time Guest (FTG) follow-up calls, texts, and communication processes for both Youth and Young Adult Ministries.


• Create, manage, and update Youth and Young Adult ministry calendars, ensuring alignment with the master church calendar. Submit calendar, facility, and bus requests for all ministry events.


• Prepare weekly Hub orders and manage inventory and distribution, including submitting purchase orders through Sam's Club and Amazon and maintaining communication with the Hub inventory contact.


• Oversee all travel logistics for youth and young adult events, including hotel reservations and accommodations, transportation, rooming lists, and travel communication.


• Conduct a weekly walkthrough of the Youth Center to ensure it is clean, organized, and ready for services, including foyer music and lost-and-found upkeep.


• Collaborate with internal service departments (Creative, Finance, etc) to fulfill youth ministry requirements efficiently while adhering to established protocols.

Dream Team Coordination & Development

• Schedule and manage Dream Team rotations for youth and young adult services and events, and send service reminders and updates through GroupMe.


• Coordinate and schedule Dream Team meetings, including room setup, food orders, and communication reminders.


• Support Dream Team onboarding and assimilation, ensuring new Dream Team complete process queues, review leader manuals, complete trainings, and are integrated into their teams effectively.


• Lead department efforts for Dream Team care and appreciation, including but not limited to thank-you notes, birthday acknowledgments, and celebration moments.


• Coordinate and track background checks and child protection training for camp counselors and Dream Team.

CCA & Event Support

• Set up games, activities, and rentals as needed for CCA (Calvary Christian Academy) programming and spiritual emphasis events.


• Set up rooms for small groups and print any materials needed for CCA and Crew Nights.


• Manage check-in for Fine Arts and other youth events, and coordinate related hotel reservations and travel accommodations.

Communication & Administrative Systems

• Create and send weekly e-blasts and communication updates for youth and young adult ministry students and parents.


• Maintain Basecamp organization: take notes during meetings, prepare agendas, and keep projects, tasks, and communication current.

Reporting & Metrics

• Collect, analyze, and report key youth and young adult ministry metrics, including attendance, First time friends follow-ups, Dream Team engagement, and event participation.


• Provide weekly and monthly reports to the Youth Pastor to support strategic planning and leadership decision-making.

General & Collaborative

• Provide administrative support to Campuses, if/when needed.


• Support execution of all youth and young adult events, camps, retreats, mission trip and conferences.


• Assist with budget tracking, reimbursements, and purchasing requests for ministry expenses, including processing purchase orders for events and rentals and maintaining communication with rental companies.


• Manage camp registration forms and participant records, and upload student and leader information into CampTrack.


• Oversee on-site registration and check-in at the campground, and maintain communication with parents through GroupMe during camp dates, including emergency communication as needed.


• Maintain excellent communication with parents, leaders, and students.


• Perform any other duties as assigned to support the mission and vision of Calvary Christian Center.

Qualifications

• Strong organizational and administrative skills with attention to detail.


• Excellent written and verbal communication skills.


• Proficient in Church Community Builder (CCB), Google Workspace, Microsoft Office, Basecamp, GroupMe, and CampTrack.


• Ability to manage multiple projects and deadlines in a fast-paced ministry environment.


• Demonstrated heart for youth and young adult ministry, servant leadership, and teamwork.


• Prior experience in ministry administration or church operations preferred.

Core Competencies

• Organization & Time Management: Effectively manages workload and prioritizes competing tasks.


• Communication: Communicates clearly and graciously across diverse audiences.


• Initiative: Anticipates needs and takes proactive steps to address them.


• Team Collaboration: Works seamlessly within ministry teams and across departments.


• Confidentiality & Integrity: Handles sensitive information with discretion and professionalism.

Employee Attributes:

• Called to full ministry.


• Called to the mission and vision of Calvary.


• Heart of a Servant.


• Takes ownership and initiative.


• Teachable and dedicated to learning and improving.


• Ability to maintain a positive attitude at all times and in all situations.


• Ability to work as a team player.


• Walk in unity in all areas of life including in our conversation.


• Dedicated to learning and improving.


• Ability to receive and act on correction.


• Fun/enjoyable personality.


• Live a life of integrity, spiritual growth, and accountability.


• Live a generous life.


• Healthy home and family environment.


• Maintain Calvary’s standard of excellence.


• Exemplify Calvary’s core values of Love, Honor, and Positivity.