Kids Administrative Assistant (Part time)

Kids Administrative Assistant role description (PART TIME)

The Kids administrative assistant ensures the Kids Pastor functions as effectively and efficiently as possible, managing all administrative projects and responsibilities to completion in a timely, thorough manner.  He/she also positions the kids ministry team for maximum impact by recruiting, equipping, training, shepherding, and supporting kids ministry volunteer teams; by using his/her operational, logistical, and communication skills to support effective ministry to kids and parents; by leading teams to plan, coordinate and execute special events, camps, and retreats; by creating, monitoring and executing high-impact ministry strategies, and by ensuring that all Kids Ministry volunteers are properly screened and approved prior to serving.

QUALIFICATIONS

Model a Growing and Vibrant Relationship with Christ

• Pursue full devotion to Christ and live the life we are inviting others to live


• Manifest the fruit of the Spirit in work habits and relationships


• Pursue spiritual growth through community and a consistent, fruitful devotional life 


• Embody other-centered, servant-leadership in all interactions


• Reflect Christ’s heart for reaching spiritually lost people

Live out the 5G’s

• Grace – Embrace salvation through Jesus and follow Him (Romans 5:8-9)


• Gather – Communally through worship & Life Groups (Hebrews 10:24-25)


• Grow – Be transformed by prayer and abiding in God’s word (John 15:4-5)


• Give – Generosity of time, talent & treasures (2 Corinthians 9:6-7)


• Go – Make disciples who make disciples (Matthew 28:18-20)

Embody the values of CEOS

• Champion Others Above Ourselves


• Equip & Encourage People


• Operate Out of Calling


• Spiritually Awake Individuals

Demonstrate Commitment to The Heights Church

• Pursue church membership


• Be an active, engaged participant at weekend services and in a Life Group


• Serve at church-wide, all-skate events


• Accept and uphold The Heights irreducible minimum beliefs (What We Believe)

 



RESPONSIBILITIES

Provide Calendaring, Administrative, and Operational Support to the Kids Team

• Ensure the Kids calendar is updated, accurate, and slotted with the appropriate time needed to perform the most critical tasks.


• Submit credit card reconciliations and expense reimbursement requests with receipts in a timely manner.

• Schedule meetings and manage arrangements/logistics for all meetings (food, supplies, materials, invites, etc.).


• Ensure office supplies and foods/drinks are kept in Kids Resource room and office refrigerator is full.


• Ensure Kids spaces and shared files are kept tidy, clean and organized.

Assist Church-wide Admin Responsibilities

Plan, Coordinate, and Execute Special Events and Wednesday night Kids Programming

(Examples: Camps, VBS, Mission Trips, Special Events, Etc.)

• Collaborate with the kids ministry team to understand the goal and requirements of the event.


• Submit requests for communication needs.


• Develop and coordinate registration system for each event.


• Oversee all logistical coordination, preparation, and execution including travel and lodging.


• Support registration, communication, and check in process for Wednesday night programming for Kids.

Partner with Guest connections Team to Create Great Guest Experience and Effectively Integrate New kids

• Collaborate with Kids ministry team to design, set, and execute a highly engaging pre/post service experience.


• Create efficient, effective, engaging process to identify and integrate new kids.


• Ensure all new kids and families receive welcoming follow-up communication within one week.

Partner with the KIDS Groups coordinator to Maintain a Safe Environment

• Ensure all security precautions within the Child Protection Plan Policies & Procedures are upheld.

• Work with Kids Pastors to train volunteers to know and uphold safety and security standards.


• Ensure all rooms have appropriate leader-to-child ratio and that there are no private 1:1 interactions.

• Roam and secure hallways against any unwanted guests.


• Review areas on property that are blind spots and monitor such areas during active programming

Ensure All Kids Volunteers Are Approved, Trained, and Onboarded Prior to Serving

• Partner with the rest of Next Gen team to implement an agreed upon volunteer application and onboarding process


• Track status of volunteers in training and onboarding requirements


• Ensure all volunteers are educated on policies, procedures and logistics.

Complete Administrative Responsibilities

• Track necessary attendance and pull data upon request.


• Keep the Kids classroom rosters up to date.


• Maintain all administrative documentation (database info, follow-up reports, etc.).


• Ensure ministry space is clean, orderly, and presentable at all times.


• Maintain the database for staff and families.


• Make all necessary reservations in the facilities software system.

Ensure Accurate, Timely Response to Communication Requests (Phone or Email)

• Manage email, voicemail, and communication requests in a timely, thorough manner not to exceed 1 week.


• Build trust by maintaining confidence of information.


• Respond to all communication with professionalism, discretion, and a service orientation.


• Correspond with parents, volunteers, and Kids Ministry team and The Heights staff as needed.


• Keep Kids Ministry page on The Heights website up to date and add all events to website as needed.

Serve as a Fantastic Teammate to Peers on the Staff Team

• Demonstrate loyalty to Kids Ministry team and The Heights Staff in action and word 


• Pursue and uphold relational unity with teammates


• Make assists for teammates to facilitate department-wide wins 


• Place the team agenda before your own agenda 

• Uphold the six commitments of trust and trustworthiness


• Maintain conflict and confidentiality standards

Warmly Welcome and Serve Staff and Guests

Perform Other Duties and Tasks as Assigned

Model Servant Leadership and Exhibit a Helpful, Joyful Attitude

Demonstrate a Commitment to Growth 

• Receive and apply training and development from the Ministers


• Attend department and all-staff meetings

RELATIONSHIPS  

Kids Pastor: The Kids Ministry Administrative Assistant reports directly to the Kids Pastor. He/she is expected to be coachable, available, and responsive to him/her while striving for a healthy, Christ-like relationship characterized by love, truth, and unity.

Kids Ministry Team members: The Kids Ministry Administrative Assistant also reports to the Kids Ministry Team Members. He/she receive tasks from them and is expected to be coachable, available, and responsive to them while striving for a healthy, Christ-like relationship characterized by love, truth, and unity.

The Heights Staff: The Kids Ministry Administrative Assistant collaborates with other members of The Heights staff, serves as a resource and encouragement to them, and partners with them effectively to achieve maximum kingdom impact.

Volunteer Teams: The Kids Ministry Administrative Assistant embodies and exhibits servant leadership in all interactions with volunteer team members, envisioning, equipping, and empowering them to make the greatest kingdom impact possible.

Kids and Parents: The Kids Ministry Administrative Assistant embodies and exhibits servant leadership in all interactions with kids and parents, seeking to serve, support, and reflect the love of Christ to and for them.

SPIRITUAL GIFTS

The following spiritual gifts are recommended for this role:

Administration

Hospitality

Helps

POSITION TYPE:
Part Time

Hours Per week: 20 

SUPERVISOR: Kids Pastor