Calvary Youth HS Ministry Assistant

PURPOSE: The Calvary Youth (CY) High School Ministry Assistant will play a vital role in supporting the vision and execution of the ministry by managing administrative tasks, coordinating events, fostering volunteer engagement, and contributing to the spiritual growth of students and volunteers. This role requires strong organizational skills, a passion for youth ministry, and the ability to collaborate across teams.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

· Contributing to and executing the vision for CY High School.

· Perform general receptionist duties for CY High School.

· Oversee all administrative aspects of CY High School special events

· Serve as the primary point of contact for parents and students.

· Craft and edit various documents and communication (e.g. reference letters, applications for retreats, etc.)

· Run various errands as needed to support CY High School events and services.

· Coordinate with church support staff across all related departments

· Maintain CY High School department credit card and keep/organize all receipts

· Plan and lead volunteer meetings and training sessions.

· Recruit and grow the volunteer team by engaging young adults during services and other outreach efforts.

· Equip volunteer leaders to oversee tasks such as shopping, hospitality, and social media.

· Maintain and support Connect Groups by ensuring health and planning related events.

· Develop specialized teams for Social media & YouTube content, Design, Audio/Visual/Lighting (AVL), Hospitality and Welcome initiatives.

· Manage ministry budgets, E-space reservations, and design requests.

· Oversee communication via Microsoft Teams and Planning Center (Order of Service).

· Handle shopping needs, event coordination, and volunteer communications.

· Research and draw inspiration from successful youth ministries to inform future plans.

· Evaluate events and series to determine success and areas for improvement.

· Develop data-driven analytics for annual planning meetings and ministry forecasting.

· Coordinate with CY Middle School Ministry and other teams for joint events and initiatives.

ESSENTIAL TASKS:

· Manage Ministry Platform for Calvary Youth leaders, volunteers, and events

· Answer phone calls and respond to emails regarding CY High School.

· Manage calendar & schedule meetings for CY High School Pastor.

· Pick up mail for CY High School and disburse to appropriate staff

· Take end-to-end ownership of all details of CY High School events

· Schedule and lead (or host) planning meetings ahead of events.

· Enter all necessary info into eSpace for each event, kiosk, volunteer appreciation, and special guest(s)

· Submit and reconcile all requisitions/PO's

· Coordinate volunteers for events/special guests(s)

· Track event registration sales as needed by event

· Manage CY High School budget items.

· Provide recommendations for vendors if asked

· Input ministry needs into eSpace

· Input detailed instructions for support staff into eSpace: Creative, Production, Janitorial, and Facilities.

· Coordinate with event coordinator at offsite locations

· Coordinate with vendors, if necessary

SKILLS & KNOWLEDGE REQUIRED:

· High School Diploma or equivalent

· 1-year relevant experience

· Strong skills in Microsoft Teams, Word, Excel, and Outlook

· Strong organizational skills

· Excellent verbal and written communication skills, plus exceptional interpersonal communication skills

· Ability to lead and inspire teams of volunteers.

· Ability to complete assigned responsibilities and duties under direction from supervisor as well as to be self-motivated and take individual initiative

· Servant’s heart with a love for youth

· A calm sense of urgency

COMMENTS The above statements are intended to describe the general nature of this job and the level of work performed by employees in this position.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties required by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.