Administration Tips

For so many youth ministers, program administration can drain them of the joy they have in serving teens. Yet, the bottom line is that administering a program is essential to its growth. Without proper organization, the ministry will appear disorganized and people will consider it a reflection of poor quality.

The following resources are meant to help you focus your ‘behind the scenes’ work so that your ministry with teens and their families can reach its potential.

Of course, don’t forget to pray first! Growth in our program is first a foremost an action of the Holy Spirit.

The following resources are samples to help you create your own. Please always check with your Diocesan Offices for specific requirements and guidelines with all administration issues.

  1. Mission Statement.

Most important to the growth of any program is knowing its purpose. Once we know the purpose, we have to be able to communicate it to others. A mission statement succinctly summarizes the bottom line to what we do and why we do it.

  1. Job Description.

Flowing from our Mission Statement is the job description for lead of the program. The job description guides the leader in planing and evaluating his/her daily tasks.

  1. Goals and Objectives.

It is impossible to do all the tasks on a job description at once. Clear goals and objectives help us to set a realistic direction and give us the ability to communicate that direction to the pastor, staff and parish.

  1. Calendaring and Promotion.

Once we have charted our direction with our goals and objectives, our next task is to communicate that direction to our pastor, staff, parents and teens. The key to promoting our activities is to give ample notice to all involved, and then to follow through on all publicized activities.

  1. Budgeting Basics.

Once we know our calendar, then we can budget. This is a process that is always done in collaboration with and at the discretion of the pastor. Want to know the key to getting what you need financially? Plan well in advance, and do not spring any last-minute requests on your pastor.

  1. Program Evaluation.

Once your program has been running for a few months, it will be important to examine at each aspect of it in order to plot your future growth. Adapt this resource as needed, and complete it with your pastor.

  1. Performance Evaluation.

It is a great service to any employee to receive direction and feedback from your pastor. Many pastors have not been trained in employee evaluations and may feel uncomfortable giving them. If he decides to evaluate you, use this resource or one from your diocesan human resources department to help facilitate the evaluation process.

Special thanks to Kellie T. for all her help in putting these resources together.