Volunteer and Clubhouse Coordinator

General Description

The Children’s Volunteer and Clubhouse Coordinator is a full-time position that will be responsible for coordinating all volunteer needs including scheduling, training, and retention. This position is also responsible for running the Sunday morning Clubhouse classroom.

Essential Job Functions

• Coordinate with the Children’s Ministry Director to build and maintain a volunteer recruitment strategy for all programming needs. 


• Create and manage the volunteer schedule for all Children’s Ministry programming needs. 
  
  
  
  • Coordinate with the Preschool and Elementary Coordinators to ensure adequate classroom coverage.
  
  
  • Email schedules and receive confirmations by the weekly deadlines set by the Children’s Ministry Director.
  
  
  
  


• Communicate volunteer coverage to the Children’s Ministry staff by weekly deadlines set by the Children's Ministry Director.


• Create and manage a process for volunteer callouts and placing substitutes to ensure coverage in the classrooms.

• Prepare and conduct onboarding for all new volunteers. This includes providing Policies and Procedures, Children’s Ministry Handbook, and other relevant materials as needed during the onboarding process.


• Oversight of new and reoccurring background checks for all GC Kids volunteers.


• Oversight of new and reoccurring child safety training video for all GC Kids volunteers.


• Manage the Children’s Ministry social media platforms.


• Send weekly communication to volunteers using text and/or email.


• Develop relational touch points with volunteers.
  
  
  
  • Create and execute a monthly volunteer appreciation plan.
  
  
  • Assist with planning and execution of volunteer community building events.
  
  
  • Check in on volunteers who are sick or dealing with difficult situations. Provide encouragement and needs for the family, if necessary.
  
  
  • Send “thinking of you” cards, get well cards, or encouragement cards as needed.
  
  
  • Send thank you cards to subs, as needed.
  
  
  • Update the Children’s Ministry staff on volunteers issues.
  
  
  
  


• Work closely with the Director to provide coaching, upgraded processes, and avenues for success for our volunteer team.


• Provide upkeep of the Volunteer Lounge. This includes ensuring it is cleaned, not cluttered, looks appealing, smells good, and is a calming atmosphere for our volunteers.


• Shop for all Volunteer lounge items (drinks, pastries, and other foods).


• Participate in the planning and execution of all Children’s Ministry’s regular activities and special events.


• Attend staff meetings, prayer meetings, team meetings, and other church events as directed by the Executive Pastor.


• Attend Children’s Ministry gatherings, trainings, and conferences as directed by Children’s Ministry Director. 


• Other duties and responsibilities as assigned by the Children’s Ministry Director.

Essential Sunday and Wednesday Job Functions

• Ensure each class is open with adequate coverage for established safety ratios.


• Greet volunteers and work with Coordinators to ensure volunteers have what they need and are confident in their role.


• Be available to serve in any classroom as needed or assigned by the Director.

• Manage and execute Clubhouse ministry each week.  This includes:
  
  
  
  • Ensure the Clubhouse Volunteer team is trained and have the resources they need.
  
  
  • Ensure children are properly registered and that expectations are communicated to parents.
  
  
  • Prepare Clubhouse room each week, fill supplies, as needed. Keep the room fresh and functional.
  
  
  • Ensure Clubhouse sign-in is available at each classroom.  This includes bracelets, and registration forms, etc.
  
  
  • Gather the number of Clubhouse participants each week and give the numbers to the kitchen to provide lunch.
  
  
  • Set up the table for Clubhouse to have lunch at each Sunday.
  
  
  • Assist with the Clubhouse transition, as needed.
  
  
  
  


• Set-up and refresh the Volunteer lounge throughout the week . This means set-up prior to Sundays and Wednesdays. 

Qualifications

• A mature Christian character and a growing personal commitment to Jesus Christ.


• This position requires a person who has a passion to work with children.


• Previous work experience as a teacher or volunteer service in children’s ministry is preferred.


• A high degree of emotional intelligence and stability. Able to demonstrate a cheerful, diplomatic and caring attitude.


• Excellent written and verbal communication skills.


• Strong organizational skills.


• Must be a team player.


• Ability to prioritize projects and responsibilities.


• Pays close attention to detail and is deadline-oriented.


• Proficient with office machinery: computers, internet search engines, copiers, phone systems, Microsoft Office Suites.  Able to become proficient quickly with additional computer programs and office machines as needed.


• Experience with social media platforms.