Student Ministry Administrative Assistant

Job Description

Job Description

Benefits: 403b Health insurance Vision insurance Dental insurance Role Overview The Student Ministry Administrative Assistant is responsible for assisting the Student Pastor in the development and execution of a comprehensive program that will effectively facilitate the spiritual foundation and discipleship of teenagers, grades 7th through 12th, contributing to The Cross Church’s high-performance culture and mission to “Spread God’s Fame by making disciples of All People”. The Student Ministry Administrative Assistant reports to the Student Pastor. Classification Full-time, non-exempt Schedule Office Hours Monday – Thursday 8AM to 5PM approximately 30-32 hours

Ministry Hours Wednesdays & Weekends approximately 8 - 10 hours

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The schedule for this position may vary and incur overtime depending upon weekend assignments and ministry events that occur outside of regular office and ministry hours. Responsibilities and Expectations • Provide high-level administrative support to the Student Pastor and Student Ministry team, demonstrating exceptional attention to detail, organization, accuracy, follow-through, and proactive communication. • Manage the administrative planning and execution of Student Ministry gatherings, events, camps, retreats, outreach initiatives, and mission trips from initial planning through post-event follow-up. • Develop and maintain detailed calendars, event timelines, project checklists, registration processes, participant rosters, schedules, transportation plans, lodging details, meal and catering arrangements, supply lists, room and facility requests, and other logistical needs to ensure ministry events and administrative responsibilities are completed on time and with excellence. • Coordinate event and trip registrations, including accurate collection and tracking of forms, payments, waivers, medical or emergency information, required documentation, deadlines, and participant communication. • Maintain organized and accurate records for students, parents and volunteers within appropriate church databases and administrative systems. • Produce accurate weekly ministry reports, spreadsheets, dashboards, and recurring administrative pathways that summarize attendance, first-time guests, decisions, registrations, participation, follow-up activity, upcoming events, outstanding action items, and other key ministry metrics that allow ministry leadership to quickly evaluate participation, engagement, event readiness, and follow-up needs. • Prepare and distribute timely, accurate communication to students, parents, volunteers, staff, and ministry partners. • Coordinate administrative details with internal ministry teams and departments such as catering, facility reservations and communication requests. • Coordinate administrative details with external vendors, venues, transportation providers, community partners, and other organizations as assigned. • Assist with the preparation and organization of curriculum, supplies, resources, printed materials, signage, check-in materials, and other items needed for weekly gatherings and special events. • Provide administrative support for volunteer scheduling. • Facilitate student check-in processes and maintain effective student and family follow-up systems, with particular attention to first-time guest follow-up and assimilation. • Schedule and facilitate baptism requests and other decisions in coordination with the Next Steps Administrator and ensure related records and follow-up are completed accurately. • Respond to emails, text messages, and phone calls from teenagers and parents in a timely, professional, and accurate manner, ensuring questions and requests are appropriately resolved or routed. • Anticipate administrative and logistical needs, identify potential gaps before they become problems, and communicate concerns, deadlines, and next steps to the appropriate ministry leader. • Be present at regular student ministry gatherings and major events. • Steward church resources with care, including furniture, fixtures, equipment, supplies, budgets, purchasing documentation, and other resources used by Student Ministry. • Attend worship services, staff meetings, ministry team meetings, and other meetings as needed and provide administrative follow-up on assigned action items. • Foster cooperative, healthy, and motivating relationships with staff, volunteers, students, parents, church families, and community partners. • Perform other duties as may be assigned. Qualifications, Experience and Critical Skills • Agreement with The Cross Church’s faith statement and mission to spread His fame by making disciples of all people. • Committed to biblical Christian principles and teachings both professionally and personally. • Established pattern of Bible study and prayer. • Membership at The Cross Church is required. • Demonstrated administrative experience with strong organizational skills, exceptional attention to detail, accuracy, and consistent follow-through. • Experience in managing multiple projects, participants, vendors, logistical details and competing priorities while meeting deadlines in a fast-paced ministry environment. • Strong data management and reporting skills, including the ability to collect, verify, organize, analyze, and clearly communicate weekly ministry data and key metrics. • Competency in computer/web-based technology with the capacity to learn new applications, church management systems, registration platforms, and communication tools quickly. • Excellent written and verbal communication skills with the ability to communicate clearly, professionally, and accurately with students, parents, volunteers, staff, vendors, and community partners. • Ability to exercise appropriate judgment, discretion, sensitivity, and confidentiality when handling student, family, financial, and ministry information. • Proactive, self-motivated, dependable, and solution-oriented, with a strong work ethic and the ability to anticipate needs and take ownership of assigned responsibilities. • Passionate about excellence in ministry and able to thrive in a collaborative team environment. • Ability to handle moderate stress levels and remain organized and accurate during high-volume event and ministry seasons. • Sufficient good health to discharge duties properly. • Passing criminal, financial, and sexual misconduct background checks required.