Community Group Coordinator

COMMUNITY GROUP COORDINATOR

Hillside Fellowship

Care & Connections Department | Full-Time | Exempt

Reports To: Community Group Team Lead

Schedule: Sunday - Thursday, with regular 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 Community Group Coordinator plays a vital role in supporting the health and growth of Hillside's Community Group ministry by managing the systems, communication, and logistics that keep the ministry running well. This role works closely with the Community Group Team Lead to ensure that people are connected into community, leaders are supported, and the operations of the ministry are healthy, consistent, and scalable.

This role helps create organized, welcoming, and well-supported environments where people are connected into authentic biblical community, leaders are equipped to thrive, and Community Groups continue to grow in health and effectiveness.

KEY RESPONSIBILITIES

Group Connections + Formation

• Serve as the first point of contact for Community Group connect card submissions, ensuring timely, warm, and consistent follow-up with individuals seeking to find community
• Manage all registration, confirmation, reminders, and attendance tracking for Community Formation Class, ensuring a smooth and informative experience for every participant
• Coordinate the placement process for Community Formation participants in partnership with the Community Group Team Lead, thoughtfully considering demographic, location, and relational fit
• Care for individuals who withdraw from the Formation Pathway by following up personally, and connecting them with another Community Group or relevant adult and family ministries
• Coordinate and support weekend, evening, and special Community Group ministry events throughout the ministry year, helping ensure participants, leaders, and volunteers experience organized, welcoming, and well-executed gatherings

Group Launches + Onboarding

• Coordinate next steps communication for Community Formation participants following the class with curriculum access, group information, and establishing contact with their Community Coach
• Partner with the Community Group Team Lead to assign coaches to newly formed groups by location and life stage
• Monitor Formation Groups through the Formation Pathway and facilitate their transition into an official Community Group
• Onboard new Community Groups into church systems and distribution lists following the completion of the Formation Pathway and final launch meeting

Leader + Coach Coordination

• Coordinate logistics for leader and coach meetings, trainings, and events, including scheduling, communication, and meal and beverage preparation, ensuring every gathering is organized and set up for a warm and inviting environment
• Document key discussions, action items, and decisions from directional team, coach, and leader meetings, maintaining organized records that support follow-through and ministry continuity
• Coordinate the communication, resources, and logistical support that equip and encourage Community Group leaders and coaches for healthy, sustainable ministry

Administration + Communication

• Manage and maintain group and distribution lists, ensuring accurate and current records to support clear, consistent, and effective communication across the Community Group ministry
• Send reminder and update emails for ministry initiatives, assessments, and group roster updates on behalf of the Community Group Team Lead
• Support Hillside’s Benevolence Ministry by communicating with service providers, applicants, and finance team to facilitate timely and compassionate assistance for those in need
• Attend and engage in weekly meetings with the Community Group Team Lead to stay aligned on ministry updates, priorities, and task assignments
• Proactively identify and communicate gaps or needs within the Community Group ministry, contributing to a culture of clarity and improvement

Ministry Tracking + Assessments

• Oversee project tracking and coordination for the Community Ministry yearly group assessments and group roster updates, ensuring projects are completed with effective communication, accuracy, and follow-through
• Support leaders and coaches being informed and prepared for Annual 5C and roster updates through timely and winsome communication
• Maintain current records for group participation, engagement, and ministry data, providing the Community Group Team Lead with accurate information to guide decisions and strengthen ministry effectiveness

Collaboration + Churchwide Alignment

• Coordinate logistics, scheduling, and communication for community service and outreach efforts in partnership with the Community Group Team Lead, Missions Director, and lay leaders to provide meaningful opportunities for community groups to serve together
• Support clear communication pathways into and out of Community Groups in collaboration with other ministry teams and departments
• Assist the Community Group Team Lead in maintaining alignment between Community Groups and Hillside's broader care, connection, and discipleship strategy, ensuring integration and cohesion across the church

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 heart for biblical community, relational discipleship, and caring for others within the life of the local church
• Approaches responsibilities with humility, wisdom, integrity, and a servant-hearted mindset

Education + Experience

• High school diploma required; associate's degree or classes in ministry, discipleship, leadership, or related field preferred
• Minimum of one to three years of experience in an administrative, coordination, or ministry support role preferred
• Experience serving in a local church, ministry environment, or with volunteer teams preferred
• Demonstrated ability to manage details, follow through on tasks, support others in a team environment, and build healthy ministry systems

Skills + Competencies

• Strong organizational, administrative, and communication skills with a high attention to detail and follow through
• Ability to think both relationally and operationally, holding tension between people and systems with care and consistency
• Demonstrates ability to build relationships and collaborate effectively with staff, volunteers, and ministry leaders across the organization
• Demonstrates emotional maturity, relational wisdom, and discretion when interacting with leaders, volunteers, and individuals seeking community
• Demonstrates initiative, resourcefulness, and proactive problem solving in a ministry environment
• Ability to manage multiple projects and priorities simultaneously without losing clarity or care for the people involved
• Demonstrated project management skills, including the ability to receive a vision or objective, develop a clear plan, and execute it with consistency and follow-through
• Proficiency with Microsoft 365, Asana, Slack, ESpace, and other communication, database, and collaboration tools with a willingness to learn new systems as ministry needs grow
• Ability to pass a background check is required