Open Positions at VHUMC

Student Ministries Administrator

Purpose: To assist the Director and Assistant Directors of Student Ministries with everyday administrative tasks for the Student Ministry.

Classification: Youth Ministries Administrator, Part Time


  1. Assist with youth budget:
    • Reconcile credit card payments.
    • Process reimbursements and check requests.
    • Help keep budget in line with events.
  2. Record attendance for weekly events and special events.
  3. Create, edit, and send weekly newsletter for High School and Middle School.
  4. Work in Fellowship One to create and oversee all online registrations for all events, key in new families and visitors, and create groups as necessary (i.e. small groups).
  5. Maintain accountability grids for each activity.
  6. Reserve facilities and transportation for all activities.
  7. Post articles, pictures, and information on the walls of the Youth Floor.
  8. Prepare and send emails to students and parents regarding activities or special messages from directors.
  9. Organize supply closet, storage room, and Youth Cafe kitchen as needed.
  10. Assist with retreats and events in the following ways:
    • Collect fees.
    • Set-up online registration.
    • Enter in manual registrations as needed.
    • Collect all necessary forms (waivers, medical forms, etc…).
    • Assist directors in their implementation of events by doing tasks such as printing, copying, making lanyards, etc…
    • Be present at check-in for all retreats and overnight events to assist the Directors in collecting all final paperwork and payments.
    • Discovery Weekend:
      • Set up registration in Fellowship One.
      • Set-up D -Groups, Rosters, and night groups in Fellowship One.
      • Order lanyards and create insert for name tags.
      • Print and assemble training folders.
      • Get accurate numbers and sizes for t-shirt orders.
      • Be present at registration to assist with check-in, collection of any remaining paperwork or payment, and to help with last minute roster changes.
  11. Works with Directors on details of weekly Sunday School, Sunday and Wednesday evening programs and Prayer Breakfast.
  12. Submit website updates to Communications Department (includes sending calendar updates and forms to be added to the youth site).
  13. All clerical support for directors.
  14. Assist in ensuring that the Safe Sanctuaries Policy is observed in all student ministry settings.

Working Relationships:

  1. Reports to the Director of Student Ministries.
  2. Works with Assistant Directors of Student Ministries.
  3. Works in concert with other ministries and staff members to implement the strategic plan of VHUMC.


  1. A well-trained professional, who demonstrates a commitment to Jesus Christ and support of the ministry and vision of Vestavia Hills UMC.
  2. A person who embraces United Methodist doctrine.
  3. Someone who has minimally earned an undergraduate bachelor’s degree.
  4. A person with strong verbal and written communication skills.
  5. A team member who is able to work with a diverse group of people.
  6. A conscientious person who takes pride in their work and feels responsible for helping others.
  7. A person who is highly organized and able to manage multiple events and ministries well.
  8. A ministry minded person who understands the importance of this role in the Body of Christ.
  9. Proficient in Microsoft Office and comfortable with Mac/Apple programs are essential. Experience with Constant Contact, Fellowship One, and E-Serve are a bonus.