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Position Description - Special Events & Serve Team Coordination Director

Vision

At Trace, we believe our mission and vision should be fully embraced by everyone-especially those in leadership. Our staff are called to lead by example and help shape the culture of our church. We hold the conviction that we're not paid for performance, but for preparation. This means we work diligently throughout the week to ensure our hearts and minds are fully devoted to worship on Sundays. Trace staff are expected to be self-driven and committed to personal and spiritual growth, so that the ministry we lead never outpaces our ability to sustain it.

The Special Events & Serve Team Coordination Director is responsible for the day-to-day management, organization, and support of Trace Church's onboarding funnel of Serve Team Members and their care. It includes special events (Serve Team Celebrations, Fall Kickoff, and other Special Events) to celebrate and mobilize our Serve Teams, with special emphasis on new Team Member integration and care. This role focuses on executing systems that ensure team members are recruited, onboarded, empowered, cared for, and appreciated. This role works closely with all ministry leaders to maintain strong team member engagement and ensure a meaningful serving experience.

• Special Events Leadership
  • Plan, coordinate, and execute churchwide events such as the annual anniversary celebration and team member appreciation events.
  • Collaborate with ministry leaders to support departmental events requiring hospitality or logistical planning such as the Food Pack with Global Outreach and City Serve Day with Community Outreach.
  • Manage event logistics including scheduling, setup, decor, catering, volunteers, vendors, and teardown.
  • Ensure all events reflect the church's mission, culture, and standards of excellence.
• Volunteer Team Development
  • Recruit, train, schedule, and mentor event volunteers.
  • Create volunteer roles, training materials, and leadership pathways that encourage growth and engagement.
  • Foster a positive, servant-hearted team culture rooted in encouragement, unity, and excellence.
• Systems, Logistics & Administration
  • Develop efficient systems that support smooth operations for services and events (check-in processes, signage, workflows, event schedules, etc.).
  • Manage event budgets responsibly, ensuring wise stewardship.
  • Oversee inventory of event supplies, decor, event equipment, and consumables.
  • Work closely with facilities, communications, worship, and pastoral teams to ensure alignment and coordination.
• Communications & Collaboration
  • Collaborate with the communications team to promote events.
  • Maintain clear, timely communication with staff, volunteers, and vendors.
  • Serve as a key connector between first-time guests and next steps ministries (small groups, pastoral care, classes, etc.).
• Serve Team Recruitment
  • Develop and maintain a team member recruitment strategy that reflects Trace's belief that every single person was designed to fulfill a purpose, not just fill a gap.
  • Coordinate with Trace's Starting Point classes, especially Becoming a Trace and Finding Your Purpose, to connect members of Trace with meaningful serving opportunities that fit their unique skills and stories and meet the dynamic needs of a growing church.
  • Maintain a system that ensures those interested in serving never fall through the cracks.
• Serve Team Onboarding
  • Process new serve team applications and ensure they are connected to team leaders quickly.
  • Coordinate all prerequisite steps (unique to each team) including attendance of the Becoming a Trace luncheon, background checks, interviews, etc.
  • Assist in onboarding experiences (e.g., orientations or training).
• Serve Team Care and Appreciation
  • Coordinate with all ministry leaders to ensure that Serve Team Members are regularly prayed for, pastored, and given opportunities to grow in and/or change roles/teams over time.
  • Maintain a system that ensures those currently serving never fall through the cracks.
• Systems, Logistics & Administration
  • Develop efficient systems that support smooth team member processes
  • Configure and maintain database structure, fields, workflows, and permissions
  • Manage user access, roles, and security settings
  • Troubleshoot system issues and provide technical support to staff
  • Coordinate integrations between platforms (giving, check-in, website, etc.)
• Other Duties as Assigned

• Attend annual team retreats and informal team gatherings for relational health.
• Live out and champion Trace's Cultural Distinctives.
• Participate in a Small Group and actively tithe to Trace Church.

• Strong, personal commitment to Jesus Christ and alignment with the church's mission and values.
• Experience in hospitality, event planning, customer service, volunteer coordination, or ministry leadership.
• Bachelor's degree preferred (hospitality, communications, business, or related field).
• Excellent organizational skills and strong attention to detail.
• Outstanding interpersonal, communication, and team-building abilities.
• Demonstrated ability to manage multiple projects and deadlines.
• Ability to work evenings, weekends, and special event schedules as needed.
• Creative problem-solver with a passion for serving people.

Employment Details

• Position Title: Special Events & Serve Team Coordination Director
• Reports To: Executive Pastor of Operations
• Employment Type: Full-time, Exempt, Salaried
• Working Hours:40+ hours/week
• Compensation:$57,800 - $62,500 per year (based on experience and qualifications)
• Work Schedule:Sunday - Thursday (Fridays and Saturdays off except for special events)
• Vacation:15 days/year
• Sick Leave:Unlimited (tracked)
• Housing Allowance: TBD based on qualifications
• Ministry Week:1 week per year serving in an area outside your primary ministry
• Insurance: $2000 per person in family under 26 years old per year