Missions Coordinator

MISSIONS COORDINATOR Hillside Fellowship Missions Department | Full-Time | Exempt Anticipated Start Date: January 2027 Reports To: Director of Missions Schedule: Sunday - Thursday, with occasional evening and weekend responsibilities Benefits: As outlined in the Hillside Fellowship Personnel Handbook ROLE SUMMARY Hillside Fellowship believes that Jesus Changes Everything! Our mission is that we exist to worship God, by proclaiming Jesus, making disciples, rooted in the Word of God, empowered by the Spirit of God. Discipleship is a byproduct, as we know and make much of Jesus. The Missions Coordinator serves under the direction of the Director of Missions to coordinate the planning and execution of mission trips, outreach initiatives, training opportunities, and ministry events. This role provides project coordination, operational organization, and consistent follow-through to ensure ministry priorities are carried out effectively and participants are well-supported throughout their involvement. As a key member of the Missions team, this role strengthens ministry operations by developing repeatable systems, managing project timelines, coordinating communication, and equipping staff and volunteer leaders with the tools and information needed to serve effectively. Through initiative, attention to detail, and thoughtful problem-solving, the Missions Coordinator helps build sustainable ministry processes that support both Missions and Outreach while allowing ministry leadership to focus on strategic priorities and relationships. KEY RESPONSIBILITIES Mission Trip Coordination Coordinate mission trip operations from initial planning through post-trip follow-up Manage participant requirements, payments, passport information, fundraising milestones, training schedules, travel preparation, and other trip-related logistics Coordinate operational details with ministry partners, trip leaders, Finance, Communications, and other Hillside teams Develop and maintain trip checklists, planning templates, participant resources, and leader tools that support consistent preparation and execution Mission Initiatives + Events Coordinate operational planning for equipping classes, community service projects, local disciple-making initiatives, and other missions and outreach events Manage registrations, materials, supplies, facility needs, purchasing, and event preparation Coordinate responsibilities and communication among staff, volunteers, ministry partners, and supporting Hillside teams to ensure events are prepared and executed effectively Develop reusable event plans and operational resources, with Director input and approval, that support consistent execution and future ministry growth Project + Timeline Management Maintain an annual calendar of missions initiatives, planning windows, promotional deadlines, and key milestones Develop and manage project plans that establish clear responsibilities, deadlines, dependencies, and next steps Monitor project progress, identify competing priorities or potential delays, and proactively coordinate solutions within established ministry direction Provide timely updates to the Director of Missions regarding project status, upcoming deadlines, challenges, and decisions requiring leadership input Participant Communication + Engagement Manage participant communication for mission trips, trainings, classes, outreach initiatives, and events, including registration confirmations, preparation instructions, reminders, and follow-up Partner with the Communications Team on promotional timelines, ministry information, and participant-facing materials Maintain clear participant pathways from initial interest through preparation, participation, and appropriate follow-up Ministry Systems + Process Development Develop and maintain documented workflows, checklists, templates, and shared planning resources that support consistent ministry operations across Missions and Outreach Partner with the Director of Missions and ministry leaders to identify operational improvements and implement approved process changes Identify barriers or gaps that affect church-wide participation and recommend practical improvements to the participant experience Maintain accurate participation records, registration information, and other data needed for planning and decision-making Train and support staff and volunteer leaders in using shared processes, timelines, and tools that support effective ministry execution Collaboration + Churchwide Alignment Collaborate with Hillside ministries and teams to align and support coordinated ministry planning, clear communication, and timely follow-through Coordinate operational requests and handoffs with Finance, Communicatios, Facilities, and other departments as appropriate Support churchwide initiatives and priorities as requested by the Director of Missions Additional Responsibilities This role may include additional responsibilities as needed to support the mission and leadership of Hillside Fellowship, with the scope of ministry growing and adapting as organizational needs change QUALIFICATIONS AND REQUIREMENTS Faith + Character Demonstrates a maturing relationship with Jesus Christ and embodies the culture and values of Hillside Fellowship (Galatians 5:22–23) Must be a member of Hillside Fellowship or willing to pursue membership within six months of hire Demonstrates a commitment to Hillside Fellowship's mission, vision, and values Demonstrates a heart for missions, outreach, and helping others participate in making Jesus known locally and globally Approaches responsibilities with humility, integrity, initiative, dependability, and a servant-hearted mindset Education + Experience Bachelor's degree in ministry, business administration, project management, or a related field preferred; equivalent relevant experience may be considered Demonstrated experience coordinating projects, events, programs, or initiatives involving multiple timelines, stakeholders, and logistical requirements required Experience working with volunteers, ministry teams, or cross-functional groups preferred Experience developing workflows, improving processes, or implementing organizational systems preferred Skills + Competencies Demonstrates strong project coordination, organizational, and time management skills with consistent attention to detail and follow-through Works independently, anticipates needs, and takes initiative to move projects forward within established priorities Manages multiple projects and competing deadlines while maintaining clarity, accuracy, and effective communication Identifies operational challenges and recommends practical, sustainable solutions Communicates clearly and graciously with staff, volunteers, ministry partners, and participants Demonstrates sound judgment in prioritizing responsibilities, coordinating resources, and recognizing when leadership input or approval is needed Builds healthy, collaborative relationships while coordinating responsibilities and maintaining accountability for agreed-upon timelines Demonstrates proficiency with Microsoft 365, project management tools, church management systems (ChMS), and other communication and collaboration platforms Ability to pass a background check is required