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.

• 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.

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

• 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.

• 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.

• 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.

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