ECC Management System

Enabling our Mission ... To help people experience God's love.

Kevin Stone

eKids Coordinator Job Description

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General Description

The eKids Coordinator is responsible for coordinating and supporting the children’s ministry of Experience Christian Church (ECC). This position helps create a safe, welcoming, organized, and engaging environment where children can learn about Jesus and grow in their faith.

The eKids Coordinator works closely with volunteers and church leadership to ensure the effective execution of eKids programming, with particular emphasis on volunteer coordination, curriculum preparation, child safety, and communication with families.

Essential Job Functions

eKids Ministry Coordination

  • Coordinate the weekly execution of eKids programming.
  • Ensure classrooms and ministry spaces are prepared and ready for weekend services.
  • Coordinate age-appropriate classroom assignments, curriculum, and activities.
  • Prepare and distribute lessons, activities, and other materials needed by volunteers.
  • Ensure curriculum and programming are age-appropriate and consistent with ECC’s mission, values, beliefs, and ministry approach.
  • Maintain necessary classroom and ministry supplies.
  • Identify ministry needs and communicate them to appropriate church leadership.

Volunteer Coordination and Support

  • Recruit, onboard, schedule, and support eKids volunteers.
  • Ensure volunteers understand their responsibilities and ECC’s expectations for serving in eKids.
  • Maintain volunteer schedules and communicate scheduling needs and changes.
  • Encourage and develop volunteers, helping them grow in their effectiveness and responsibility.
  • Work to maintain appropriate volunteer coverage for each eKids environment.
  • Provide visible leadership and support to eKids volunteers during weekend services and special activities.

Child Safety and Security

  • Help ensure ECC’s established policies and procedures for child safety and security are consistently followed.
  • Ensure eKids volunteers meet ECC’s background screening and other established requirements before serving.
  • Support established check-in and check-out procedures.
  • Communicate safety concerns, incidents, or policy violations to appropriate church leadership.
  • Maintain appropriate confidentiality regarding children and families.

Parent and Family Communication

  • Help create a welcoming and positive experience for children and families participating in eKids.
  • Communicate relevant ministry information to parents and caregivers.
  • Respond appropriately to routine questions or concerns from parents and refer significant concerns to church leadership when appropriate.
  • Help new families understand eKids procedures, expectations, and available programs.
  • Look for opportunities to strengthen the connection between families and ECC.

Communication and Administration

  • Maintain accurate eKids information and records using Planning Center and other systems utilized by ECC.
  • Monitor attendance and participation and provide appropriate information to church leadership.
  • Communicate regularly with eKids volunteers regarding schedules, curriculum, activities, and ministry needs.
  • Assist with planning and coordinating eKids events and special activities.
  • Maintain appropriate ministry documentation and administrative records.

Other Responsibilities

  • Participate in staff meetings, training, planning sessions, and other meetings as requested.
  • Work collaboratively with ECC staff and ministry leaders.
  • Support the mission, values, and ministry priorities of Experience Christian Church.
  • Perform other duties as assigned.

Experience and Education

  • A growing relationship with Jesus and alignment with the mission, values, and beliefs of ECC.
  • A servant-hearted spirit and approach to working with children, families, volunteers, and staff.
  • Experience serving in children’s ministry or a similar ministry environment preferred.
  • Demonstrated ability to organize, communicate with, and support volunteers.
  • Strong interpersonal and communication skills.
  • Strong organizational skills and attention to detail.
  • Ability to work independently while functioning effectively as part of a team.
  • Comfortable using technology and willing to learn the systems utilized by ECC, including Planning Center.
  • Ability to successfully complete ECC’s required background screening and child-safety requirements.
  • Bachelor’s degree preferred.

Position Structure and Level

  • Reports To: Lead Pastor
  • Classification: Non-Exempt (Hourly)
  • Category: Regular Part-Time
  • Location: West Chester, Pennsylvania

Communications Coordinator Job Description

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General Description

The Communications Coordinator is responsible for coordinating and executing the communications of Experience Christian Church (ECC). This position helps ensure that information about ECC’s ministries, events, and activities is communicated clearly, consistently, and in a timely manner to the church and surrounding community.

The Communications Coordinator works closely with church leadership and ministry leaders to gather information, prepare content, and manage ECC’s primary communication channels while maintaining a consistent voice and presentation.

Essential Job Functions

Church Communications

  • Coordinate the regular communication of ECC news, events, ministry opportunities, and other important information.
  • Gather necessary information from staff and ministry leaders and ensure communications are accurate and timely.
  • Prepare and distribute church-wide communications through ECC’s established communication channels.
  • Help ensure consistency in ECC’s messaging, voice, and presentation.
  • Maintain an appropriate communication calendar to support timely planning and execution.

Website and Digital Communications

  • Maintain and update ECC’s website with current and accurate information.
  • Coordinate the posting and distribution of digital content through ECC’s established platforms.
  • Ensure event, ministry, and other important information is appropriately represented online.
  • Identify outdated or inaccurate information and make necessary updates.
  • Work with appropriate staff and ministry leaders to obtain content needed for digital communications.

Social Media

  • Coordinate and maintain ECC’s presence on established social media platforms.
  • Create, schedule, and publish appropriate social media content.
  • Promote weekend services, ministry activities, events, and other opportunities through social media.
  • Maintain consistency with ECC’s mission, values, voice, and visual identity.
  • Monitor ECC’s social media channels and respond or refer questions and comments as appropriate.

Creative Content and Resources

  • Create or coordinate basic graphics, promotional materials, and other communication resources needed by ECC ministries.
  • Assist ministry leaders with communication and promotional needs.
  • Maintain consistency in the use of ECC’s logo, visual identity, and other communication standards.
  • Coordinate photography, video, or other media resources as needed and available.
  • Maintain organized files of communication materials, graphics, photos, and other digital assets.

Planning and Ministry Support

  • Work with church leadership and ministry leaders to identify upcoming communication needs and priorities.
  • Assist with communication planning for special services, events, ministry initiatives, and other church activities.
  • Help ministry leaders determine the appropriate communication channels and timing for their needs.
  • Maintain appropriate information within Planning Center and other systems utilized by ECC as it relates to church communications.
  • Identify opportunities to improve the clarity, consistency, and effectiveness of ECC’s communications.

Other Responsibilities

  • Participate in staff meetings, training, planning sessions, and other meetings as requested.
  • Work collaboratively with ECC staff and ministry leaders.
  • Support the mission, values, and ministry priorities of ECC.
  • Perform other duties as assigned.

Experience and Education

  • A growing relationship with Jesus and alignment with the mission, values, and beliefs of ECC.
  • A servant-hearted spirit and approach to working with staff, ministry leaders, volunteers, and others.
  • Experience with church, nonprofit, business, or organizational communications preferred.
  • Strong written and verbal communication skills.
  • Strong organizational skills and attention to detail.
  • Ability to manage multiple communication needs and deadlines effectively.
  • Experience with social media, website management, graphic design, or digital communication tools preferred.
  • Ability to create clear, engaging, and appropriate written and visual content.
  • Ability to work independently while functioning effectively as part of a team.
  • Comfortable using technology and willing to learn the systems utilized by ECC, including Planning Center.
  • Bachelor’s degree preferred.

Position Structure and Level

  • Reports To: Lead Pastor
  • Classification: Non-Exempt (Hourly)
  • Category: Regular Part-Time
  • Location: West Chester, Pennsylvania

Technical Coordinator Job Description

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General Description

The Technical Coordinator is responsible for coordinating the technical setup, production, and teardown of weekend services and other designated activities of Experience Christian Church (ECC). This position helps create a consistent and distraction-free worship environment by ensuring that audio, video, lighting, presentation, and other technical systems are prepared and operated effectively.

The Technical Coordinator works closely with church leadership, worship leaders, and volunteers to ensure the technical elements of ECC services support the overall worship experience and are executed with excellence.

Essential Job Functions

Weekend Service Production

  • Coordinate the technical production of ECC weekend services.
  • Ensure audio, video, lighting, presentation, and other technical elements are prepared and functioning prior to each service.
  • Work with the Lead Pastor, worship leaders, and other ministry leaders to understand and execute the technical requirements of each service.
  • Troubleshoot and resolve technical issues that arise before or during services.
  • Help ensure smooth transitions and consistent execution throughout the service.
  • Provide hands-on technical support and operation as needed.

Production Equipment Setup and Teardown

  • Coordinate and participate in the setup and teardown of technical equipment and other designated equipment required for weekend services.
  • Ensure equipment is properly installed, connected, tested, and ready for use.
  • Develop and maintain efficient and consistent setup and teardown processes.
  • Ensure equipment is handled, transported, and stored properly.
  • Identify opportunities to improve the efficiency and effectiveness of ECC’s setup and teardown processes.

Volunteer Coordination and Support

  • Recruit, onboard, schedule, train, and support technical and production volunteers.
  • Ensure volunteers understand their responsibilities and ECC’s expectations for serving on the technical team.
  • Maintain volunteer schedules and communicate scheduling needs and changes.
  • Provide volunteers with the training and resources necessary to operate assigned equipment effectively.
  • Encourage and develop volunteers, helping them grow in their technical capabilities and level of responsibility.
  • Work to maintain appropriate volunteer coverage for weekend services and designated events.

Technical Equipment and Systems

  • Maintain working knowledge of ECC’s audio, video, lighting, presentation, and related technical systems.
  • Monitor the condition and performance of technical equipment and identify maintenance or repair needs.
  • Perform routine maintenance and basic troubleshooting as appropriate.
  • Coordinate repairs or outside technical support when necessary.
  • Maintain appropriate organization, storage, and inventory of technical equipment, cables, accessories, and supplies.
  • Recommend equipment replacement, upgrades, or additional resources to church leadership when appropriate.

Planning and Communication

  • Participate in service planning and communicate with appropriate staff and ministry leaders regarding technical requirements.
  • Review service plans in advance to identify audio, video, presentation, lighting, or other production needs.
  • Ensure necessary media, presentation content, and technical resources are available and prepared prior to services.
  • Communicate technical limitations, needs, or concerns to church leadership in a timely manner.
  • Assist with the technical planning and production of special services and designated ECC events.

Other Responsibilities

  • Participate in staff meetings, training, planning sessions, and other meetings as requested.
  • Work collaboratively with ECC staff and ministry leaders.
  • Support the mission, values, and ministry priorities of ECC.
  • Perform other duties as assigned.

Experience and Education

  • A growing relationship with Jesus and alignment with the mission, values, and beliefs of ECC.
  • A servant-hearted spirit and approach to working with staff, ministry leaders, volunteers, and others.
  • Experience with live audio, video, lighting, presentation, or other production systems preferred.
  • Experience with setup and teardown of portable audio/visual and production equipment preferred.
  • Demonstrated ability to organize, train, communicate with, and support volunteers.
  • Strong troubleshooting and problem-solving skills.
  • Strong organizational skills and attention to detail.
  • Ability to remain calm and respond effectively when technical problems arise.
  • Ability to work independently while functioning effectively as part of a team.
  • Comfortable learning and operating the technology, equipment, and software systems utilized by ECC.
  • Ability to perform the physical requirements associated with setup, teardown, movement, and storage of technical equipment.
  • Bachelor’s degree preferred.

Position Structure and Level

  • Reports To: Lead Pastor
  • Classification: Non-Exempt (Hourly)
  • Category: Regular Part-Time
  • Location: West Chester, Pennsylvania

Ministry Operations Coordinator Job Description

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General Description

The Ministry Operations Coordinator supports the mission of Experience Christian Church (ECC) by ensuring that all ministry and operational activities run smoothly and effectively. This role provides hands-on coordination and administrative support across multiple areas—facilities, volunteer management, communications, scheduling, and weekend service logistics.

The Ministry Operations Coordinator works closely with the Executive Pastor and ministry leaders to maintain operational readiness each week, strengthen organizational systems, and help ECC deliver consistent, welcoming, and well-executed ministry experiences for both guests and regular attenders.

Essential Job Functions

Service Operations Coordination

  • Oversee the setup, tear-down, and logistics for all Sunday worship gatherings and special events.
  • Ensure supplies, signage, and materials are ready and available for each ministry area (Hospitality, Kids, Worship, etc.).
  • Coordinate volunteer teams to ensure smooth operations each weekend.

Volunteer Coordination

  • Support ministry leaders in recruiting, onboarding, and scheduling volunteers.
  • Maintain an up-to-date volunteer database and consistent communication process.
  • Help develop volunteer appreciation initiatives and ensure volunteers are equipped, valued, and encouraged.

Administrative and Communications Support

  • Maintain church calendars, ministry schedules, and room usage.
  • Coordinate church communications (weekly email, website updates, and social media announcements) in collaboration with the Lead/Executive Pastors and other ministry leaders.
  • Provide administrative support for staff meetings, planning sessions, and ministry initiatives.

Facilities and Resource Management

  • Oversee the care, organization, and upkeep of portable church equipment, storage, and materials.
  • Coordinate with vendors or the host facility regarding maintenance or special requests.
  • Maintain inventory of supplies and manage ordering/replenishment as needed.

Event and Ministry Support

  • Coordinate logistics for special events, baptisms, outreach initiatives, and community engagement efforts.
  • Serve as the central point of contact for setup, supplies, and follow-up details for ministry teams.
  • Provide onsite support and leadership presence during major church events.

Operational Readiness and Improvement

  • Help develop and document key systems and checklists that improve consistency in church operations.
  • Work with ministry leaders to identify opportunities for improved organization, communication, and volunteer engagement.
  • Contribute to building a culture of excellence and hospitality in every operational aspect of church life.

Other Responsibilities

  • Participate in weekly staff meetings and contribute to church-wide planning and coordination.
  • Support the mission and values of ECC through active participation in its ministries and events.
  • Perform other duties as assigned.

Experience and Education

  • Two or more years of administrative, operations, or ministry coordination experience preferred.
  • Strong organizational, communication, and interpersonal skills.
  • Competence with digital tools such as Microsoft Office, Google Workspace, and Planning Center.
  • A growing relationship with Jesus and alignment with the mission, values, and beliefs of ECC.
  • Ability to lead volunteers with grace, enthusiasm, and professionalism.
  • Possession of an Associate Degree or higher in business administration, communications, organizational leadership, or a related field preferred.

Position Structure and Level

  • Reports To: Lead Pastor
  • Classification: Non-Exempt (Hourly)
  • Category: Regular Part-Time
  • Location: West Chester, Pennsylvania

The Performance Cycle

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Introduction

Developing infrastructure is the single most significant role of the leader of a growing organization.  But with all the demands on the leader, how does it have a chance of actually happening?  The Performance Cycle is a leadership model that provides the leader with the framework from which to develop a strong, stakeholder focused, infrastructure.  And, it’s simple enough to be easily understood by everyone.  It can also be used at any level in the organization, regardless of the challenge.

It’s all about scalability!  How can an organization leverage its knowledge and leadership?  There are only so many leadership people to go around and good leaders are extremely difficult to find.  So … building a world-class organization depends on the leader’s ability to develop good systems, processes, and methods and to make them known (easy to access, learn about, use, and change as needed) to the entire organization.  Unfortunately, this is a foreign concept to many leaders!

In short, The Performance Cycle is a model (below) for developing organizational infrastructure.Alignment is the goal. Is the Strategy aligned with the Stakeholder Needs? Are the Systems, Processes, and Methods aligned with the Strategy?

Stakeholder Needs

How does it work? It starts with working to understand Stakeholder Needs. The question is “Who are the stakeholders and what are their needs?” You might be wondering at this point what is meant by the term stakeholder. A stakeholder is the group of people with a stake (interest, benefit, concern, etc.) in the organization or endeavor.  In the church the obvious most important stakeholder is Jesus. In addition to Jesus, the community at large, the target group, attendees, volunteers, members, elders, and church staff are also stakeholders. Prayer, Bible study, demographic studies, surveys, and staff team experiences are all important tools in developing a thorough understanding of the needs of the stakeholders.

Strategy

Once an understanding of Stakeholder Needs is achieved, it’s time to develop a Strategy to meet the needs. What is the church going to do to meet the needs of the stakeholders? It’s pretty simple. Jesus told us that we must Go, Baptize, and Teach (Matt 28:18-20). Another example would be determining and understanding the “felt needs” of the target group and designing “experiences” that are designed to address those needs.

The Strategy is made up of a mission, vision, and a set of critical strategies the church will implement/accomplish to satisfy the stakeholders.

Systems, Processes, and Methods

Now that a Strategy has been developed and documented, leadership must create and implement systems, processes, and methods that accomplish the Strategy. Systems, processes, and methods are most often implemented via a Management System or some similar structured approach. The Management System is the backbone of the Performance Cycle. It’s the vehicle for ensuring that systems, processes, and methods are consistent, compatible with one another, and known by everyone in the church … especially new people. The Management System is a topic unto itself.

Results

How is leadership going to know how well the church is meeting its Stakeholder Needs? The answer is simple … through measuring results. It’s critical that the leaders in the church create measures that provide “at a glance” visibility of results (performance). If you’re not measuring it, you probably aren’t managing it. A great method for measuring results is to establish Key Performance Measures (KPMs) that are updated and reviewed by everyone on the team on a regular basis. For example, a graph showing “average weekly attendance” over time would be a good KPM.

Corrective Action (Diagnosis)

What happens when a measure shows that something isn’t working … isn’t meeting a Stakeholder Need? It’s pretty simple. Leaders must go into diagnosis mode, reversing the arrows on the Performance Cycle.

The first place to go is the Systems, Processes, and Methods box. Is there something that the church is doing (or not doing) that is causing a measure to go in the wrong direction? If the problem can’t be found in that box, the team must continue up to the Strategy box. Does the Strategy truly address the Stakeholder Need? What should be changed or tweaked? And if that’s not it, does the church really understand its stakeholders and their needs?