Trips & Events Support Specialist

Position Summary

The General Admin provides comprehensive administrative and logistical support for all Kids, Youth, and Family ministry trips, Church-wide events, and Church-wide Mission Trip/outreach experiences. This role ensures excellence in event planning, registration, communication, and execution—creating seamless, safe, and spiritually rich environments for children, students, parents, and volunteers.

The ideal candidate is highly organized, detail-oriented, 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 and Event Coordination

• Oversee registration setup and management for all Next Gen trips and events (via Sawyer), including Drive, VBS/Watermelon Camps, Camp Rock, Middle School Camp, High School Summer Serve, and Fuel.

• Maintain daily engagement during registration windows (January–August) 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 “Pit” (trip and event supply room).

• Manage creative requests, T-shirt orders, and nametag systems.

• Support Re-Fuel and other in-town events through registration, communication, and check-in administration.

2. Forest Hill 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 Summit events and mission trips (e.g., Dominican Republic) through registration, travel coordination (with agents), donation tracking via Service Reef, and reporting.

3. Next Gen Administrative Support

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

• Oversee Kids and Youth check-in systems for weekly services and special events (Promotion, Easter, Christmas Eve).

• Support adult ministry childcare check-in when required.

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

• Maintain records for Family Dedication forms and communication.

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

4. Central Church Event Support

• Support church-wide event logistics and registration setup for Activate, Awake, Men’s and Women’s Conferences, CFK Golf Tournament, and PGA Golf Tournament.

• Manage form creation, registration oversight, facility coordination, ServiceMaster scheduling, and door access for each event.

Qualifications

• Strong organizational, administrative, and project management skills.

• Proficient in registration systems (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.