HCKids Childcare Coordinator

JOB TITLE: HCKIDS CHILDCARE COORDINATOR

DIRECT SUPERVISOR: HCKIDS DIRECTOR

JOB OVERVIEW: The HCKids Early Childhood Coordinator will support Hill City Church's objectives through the embodiment of the mission statement: Together we love God, love others, and make disciples of Jesus Christ. This role is focused on owning childcare for ministry events across the church. This role ensures each childcare environment is safe, organized, child-engaging, gospel-centered, and well supported from the initial request through event follow-up. The coordinator partners with event leaders, recruits and equips childcare workers, plans age-appropriate classroom experiences, and develops repeatable systems that allow childcare to operate with consistency and excellence.

RESPONSIBILITIES AND DUTIES:

Sunday Responsibilities:

- Serve as the primary childcare coordinator for childcare events that land on Sunday afternoons.

Lead:

- Own the childcare process for approved ministry events from the initial request through event follow-up.

- Gather and confirm event details, including dates, times, registration deadlines, expected attendance, age ranges, meals or snacks, room needs, budget, and unique family or event considerations.

- Ensure registration forms collect the age-specific information needed to determine classroom groupings, staffing, and supplies.

- Monitor registrations and adjust classroom assignments, staffing needs, and materials as enrollment changes.

- Recruit and schedule the appropriate number of qualified childcare workers based on registration, ages, room capacities, and HCKids safety ratios.

- Oversee required worker onboarding, including applications, background checks, role expectations, and event-specific preparation.

- Create and communicate a complete childcare plan for each event, including classroom breakdowns, worker assignments, check-in and pickup procedures, curriculum, supplies, food plans, and safety needs.

- Plan an intentional, age-appropriate experience for each childcare event through simple gospel-centered curriculum, activities, play options, and schedules that fit the length and purpose of the event.

- Maintain accurate records for registrations, worker schedules, payments, attendance, incidents, expenses, supplies, and event-specific needs.

Partner:

- Serve as the primary point of contact between HCKids and ministry event coordinators for all approved childcare requests.

- Help event coordinators understand childcare requirements, planning timelines, registration needs, budget considerations, and decisions that must be made for their event.

- Provide timely updates as registration and staffing needs change, and communicate important event details to registered families when needed.

- Communicate schedules, arrival times, classroom assignments, compensation details, curriculum expectations, and other essential information clearly and early to childcare workers.

- Support and care for childcare workers before, during, and after events, and address cancellations or staffing gaps promptly.

- Coordinate worker payment in a timely manner.

- Partner with HCKids staff to ensure food, allergy communication, diapering, restroom procedures, special needs support, and other care details align with HCKids policies.

Grow:

- Develop and maintain a dependable team of childcare workers who can serve recurring and one-time ministry events.

- Build and maintain a consistent childcare request and approval process with clear lead times, required information, and defined responsibilities.

- Create reusable event plans, communication templates, staffing tools, registration standards, checklists, curriculum resources, and supply lists for recurring events.

- Evaluate childcare events, document needed improvements, and update systems so childcare becomes increasingly consistent, efficient, and excellent.

- Track childcare expenses and recommend adjustments that improve stewardship, planning, and sustainability.

- During seasons with lower childcare demand, support additional HCKids systems, administrative projects, inventory, or ministry operations as assigned by the HCKids Director.

- Help document and improve repeatable processes that strengthen the overall operational health of HCKids.

STAFF REQUIREMENTS:

- Attend monthly staff Cup & Culture meeting

- Participate in trainings, organizational development, and processes required of all staff

- Adhere to all HR policies and procedures

- Maintain good standing as a covenant member of Hill City

QUALIFICATIONS:

- Experience working with or serving with children in a church, childcare, or education setting

- Experience building and leading a team of volunteers

- Strong organizational skills

- Track record in serving through the local church

- Organized, self-driven who is able to lead and produce results

- Physically capable to participate in most activities in which children and families participate