Position Summary

The Ministry Support Specialist delivers administrative, operational, and logistical support across all ministry areas. This includes coordinating ministry trips, church-wide events, outreach and mission experiences, and assisting with database processes as needed. The role ensures events are executed with excellence and that ministry data remains accurate, dependable, and well-maintained.

The ideal candidate is highly organized, detail-oriented, flexible, and able to manage multiple projects simultaneously with a proactive, solution-oriented mindset. This part-time role is 25 hours per week.

Key Responsibilities

1. Next Gen Trip & Event Coordination

• Oversee registration setup and management for all Next Gen trips and events (via Sawyer), which includes all summer trips and camps (HS, MS, Elementary), Youth retreats and in-town events.

  · Maintain daily engagement during trip registrations with staff and parents to ensure accuracy, responsiveness, and timely follow-up.

  · Communicate with venues and vendors before and during events, including managing contracts, deposits, and logistics.

  · Create and manage trip budgets, monitor payments, and ensure all balances are received.

  · Coordinate transportation (bus/van rentals, drivers, lodging if required) and maintain day-of communication with drivers and teams.

  · Develop housing assignments and rooming lists for camps, ensuring accuracy and privacy compliance.

  · Prepare trip packets and materials—including rosters, emergency contacts, medical information, and schedules.

  · Partner with medical/nurse teams to provide accurate student health information and supply lists.

  · Oversee supply purchases (snacks, first aid, administrative needs, trip kits).

  · Maintain inventory and organization of the Next Gen supply room

  · Manage creative requests, T-shirt orders, and nametag system

2. Forest Hill Church Wide Outreach & Inclusion Events

• Lead logistical and registration management for Night to Shine, including guest and volunteer registration, communication with vendors, facility coordination, and ServiceMaster oversight.

• Manage Respite Nights, overseeing registration, background checks, Ministry Safe access, and check-in events in CCB.

• Support events and mission trips through registration, travel coordination (with agents), donation tracking via Service Reef, and reporting.

3. Administrative Support

• Assist with database processes (updating data, reporting, etc).

• Manage new family onboarding, including MailChimp imports and welcome emails.

• Oversee Kids and Youth check-in systems for weekly services and special events

• Support adult ministry childcare check-in when required.

• Track and report the volunteer onboarding process weekly (applications, background checks, Ministry Safe training).

• Coordinate creative requests and manage workflow across Next Gen teams.

4. Central Church Event Support

• Logistically support the planning and execution of church-wide events.

Qualifications

• Strong organizational, administrative, and project management skills.

• Proficient in registration and database programs (such as Sawyer, Service Reef, CCB, MailChimp, Ministry Safe).

• Excellent written and verbal communication; able to communicate professionally with parents, vendors, and staff.

• Financial acumen with ability to create and manage budgets.

• Detail-oriented, reliable, and able to manage competing priorities in a fast-paced ministry environment.

• Team-oriented and flexible with a heart for serving families and students.

• Experience in event planning, logistics, or church operations preferred.