Family Ministries Coordinator

Peak City Church; Colorado Springs (CO); On-site; USD 42,000 - 62,000; Full time

Job summary

Peak City Church is seeking a Family Ministries Administrator to serve as the operational backbone of the family ministry for birth through 12th grade. The role handles administrative, logistical, and systems work for Kids Ministry and Student Ministry so pastors can focus on people, volunteers, teaching, and family care.

The Administrator reports to the Ministries Pastor and receives day-to-day direction from the Kids Pastor and Student Pastor, prioritizing the needs of both ministries.

Qualifications

• Experience in administrative or operations coordination.
• Strong working knowledge of Google Workspace; experience with Planning Center or similar church management software is preferred.
• Demonstrated ability to manage multiple projects, deadlines, and details at once.
• Strong written communication skills.

Responsibilities

• Volunteer Systems & Onboarding: organize onboarding, maintain rosters, track training, coordinate appreciation and logistics.
• Communication: produce parent and volunteer communications, keep information current on website/app/planning center, manage family ministry calendar.
• Events, Camps & Retreats: manage registrations, waivers, payments, rosters, logistics and budgets; be present at events to run check-in.
• Weekend & Environment Operations: manage check-in systems, prepare weekend environments, order curriculum and supplies, maintain safety documents.
• Budget & Administration: submit/code expenses, keep receipts, maintain attendance and records, support scheduling and admin needs.

Skills

Organizational skills

Attention to detail

Reliability

Communication

Tools

Planning Center

Google Workspace

Job description

Position Summary

The Family Ministries Administrator is the operational backbone of Peak City's family ministry (birth through 12th grade). This role carries the administrative, logistical, and systems work for both Kids Ministry and Student Ministry so the Kids Pastor and Student Pastor can focus on leading people, developing volunteers, teaching, and caring for families.

The Administrator reports to the Ministries Pastor and takes day-to-day direction from the Kids Pastor and Student Pastor, who set the priorities for their ministries. The right person loves details, systems, and follow-through, and finds real joy in making ministry run smoothly behind the scenes.

Key Responsibilities

Volunteer Systems & Onboarding

• Organize and arrange the volunteer onboarding process for both ministries: applications, references, background checks, required training, and records.
• Maintain accurate volunteer rosters, serving schedules, and team communication in Planning Center.
• Track training completion, background check renewals, and clearance status, and ensure no volunteer serves before being fully cleared.
• Coordinate volunteer appreciation, team gatherings, and training event logistics.

Communication

• Produce and send parent and volunteer communication (email, text, app, and social requests) based on content and direction from the Kids Pastor and Student Pastor.
• Keep family ministry information current on the website, app, Planning Center, and lobby signage.
• Submit creative and communications requests on the church's required timelines and manage the family ministry calendar.
• Serve as the first point of contact for family ministry questions, routing pastoral needs to the appropriate pastor.

Events, Camps & Retreats

• Manage registrations, waivers, payments, rosters, and parent information for all family ministry events, camps, and retreats.
• Coordinate logistics: venue and vendor bookings, transportation, lodging, meals, gathering supplies, and volunteer assignments.
• Submit event requests through Planning Center and complete event budgets in line with the church's internal events process.
• Be present at major events, camps, and retreats as needed to run check-in and logistics.

Weekend & Environment Operations

• Manage the kids and student check-in systems, including setup, troubleshooting, label printers, and new-family check-in.
• Prepare weekend environments: curriculum printing, supplies, small group materials, room setup, and signage, in coordination with the facilities team.
• Order and manage curriculum, supplies, snacks, and resources for both ministries.
• Maintain safety documentation, incident reports, and allergy and medical information in accordance with church policy.

Budget & Administration

• Submit and code expenses, purchases, and reimbursements to the correct budget class (Kids, Youth, High School) for both ministries, with pastor approval.
• Keep receipts and expense documentation complete and submitted on time so the Operations Pastor's monthly budget reports are accurate.
• Maintain attendance, baptism, and next-step records and produce reports as requested.
• Support the Kids Pastor and Student Pastor with scheduling, meeting prep, and other administrative needs.

What Success Looks Like

• The Kids Pastor and Student Pastor are freed from administrative work and spend their time on leaders, kids, students, and families.
• Every volunteer is cleared, trained, and scheduled before they serve, and records are accurate and current.
• Parents receive clear, timely, consistent communication from both ministries.
• Events, camps, and retreats run smoothly, on budget, and with nothing falling through the cracks.
• Weekend environments are ready before the first family arrives.
• Expenses are coded correctly and submitted on time, so monthly budget reports are accurate.

The Ideal Candidate Will Be

• Highly organized, detail-oriented, and dependable with excellent follow-through.
• A systems thinker who builds processes that make the next time easier.
• A clear, warm communicator with parents, volunteers, and staff.
• Comfortable serving two leaders with different ministries and managing competing priorities.
• Calm under pressure, especially on Sunday mornings and at large events.
• Takes ownership of behind-the-scenes work and finds satisfaction in making others successful.
• High level of character, integrity, and teachability.

Key Qualifications

• Experience in administrative, operations, or coordination work; ministry or nonprofit experience helpful but not required.
• Strong working knowledge of Google Workspace; experience with Planning Center or a similar church management system preferred (or willingness to learn quickly).
• Demonstrated ability to manage multiple projects, deadlines, and details at once.
• Strong written communication skills.
• Fully aligned with Peak City Church's mission to Make Heaven Crowded and its vision of becoming followers of Jesus who are RAW, PASSIONATE, and CLEAR.
• Must pass a background check prior to employment.

Work Schedule

• Sunday - Thursday (Evening Events as needed)