Administrative Associate to Children’s Ministry

Job Overview

This role will manage systems, routines, and calendars to ensure excellent and smooth daily operations for the Children's Ministry and our Parent's Day Out program.

WEEKLY HOURS

Office Hours

• Monday: 8:15am-3:00pm
• Wednesday: 8:15am-3:00pm
• Friday: 8:15am-3:00pm

Programming Hours

• Tuesday: 8:30am-11:30am
• Wednesday: 5:45pm-7:30pm
• Sunday (once a month): 8:15am and 6pm

Special Event Expectations

In addition to weekly office hours, this role will be present to support various children's ministry events such as Easter Egg Hunt, VBS, Kid Mission, and advent activities.

Job Description

PRIMARY RESPONSIBILITIES

ADMINISTRATION

Parent's Day Out

• Manage class rosters and enrollment using the Brightwheel platform. Communicate changes and updates with teachers as needed.
• Ensure records are accurate and updated regularly, including daily reports, parent contact information, and necessary health records.
• Process tuition payments, track accounts, and follow up on late payments.
• Respond promptly to teacher requests and ensure they have the resources required to deliver high-quality instruction.

Church

• Ensure spaces are reserved for programming with setup complete for programming and special events
• Order and maintain supplies to meet ministry needs.
• Support the Children's ministry in ensuring classrooms and materials for Sunday are ready for Sunday school and worship

PLANNING

Parent's Day Out

• Plan and coordinate activities that foster a positive and collaborative teacher culture (i.e. teacher shout-out, teacher spotlight).
• Help in the organization of team-building events, appreciation activities, and celebrations.

Church

• Own the Children's Ministry annual calendar and ensure we are planning all events six weeks in advance.
• Support the leadership team to plan Children's Ministry Team weekly meetings.
• Support event planning by ensuring all materials are accounted for and working with the team in the planning and execution process.
• Own Event Planning process and support to manage our team Asana's. Help in the organization of team building events, appreciation activities, and celebrations.

COMMUNICATION

Parent's Day Out

• Draft and send weekly update messages to staff and parents, providing important information and reminders.
• Serve as a liaison between parents and teachers, addressing questions or concerns as needed.
• Extend hospitality in communicate with PDO parents and church members
• Support the director in recruitment for nursery workers during special events.

Church

• Support the team by drafting consistent email communication with volunteers and families in the ministry.