Heartland Church Adaptive Program Coordinator Fishers, IN · Full time Company website

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Heartland Church has always been about meeting people where right where they are. Heartland began very simply in 2001, in a living room with friends and neighbors, some of whom had not been in church for a long time or had never been.

For over 25 years, we’ve had one purpose: To love people well, lead people to Jesus, and launch people out to change the world. God loves everyone, and anyone can experience the transformative power of His love and grace. We are a diverse community in every way, and our differences are valuable resources that help us see and hear God better.

This, too, began very simply...relationally...one person at a time. We have come from different backgrounds and cultures, with different values and worldviews, but we are united by Christ's sacrificial love and His beautiful Spirit of humility.

The Role

The Adaptive Program Operations Coordinator builds and maintains the administrative and logistical systems that allow Heartland’s Adaptive Program to serve participants and families with consistency, care, and excellence. Working under the Adaptive Program Director, this role coordinates schedules, communication, volunteers, resources, and program details across Sunday services, small groups, special events, buddy support, and empowerment of adults with disabilities through job opportunities within the church. The Coordinator helps turn ministry strategy into dependable day-to-day execution as the program grows toward serving more than 100 families by the end of 2027.

Primary Outcomes

·      Programs are staffed, resourced, communicated, and ready to serve participants safely and consistently.

·      Families and volunteers receive timely, clear, and compassionate communication.

·      Administrative systems remain accurate, accessible, and scalable as participation grows.

·      The Adaptive Program Director has reliable operational support and greater capacity for program leadership, family ministry, and community engagement.

Key Responsibilities

Program Operations

·      Partner with Adaptive Program staff to coordinate the operational details for Sunday programming, respite nights, small groups, special events, participant service opportunities (Project Will, OTB, HSE jobs, etc.), and buddy support across all church environments.

·      Maintain ministry calendars, schedules, room preparation, supply lists, attendance records, and recurring workflows.

·      In partnership with the Director & Behavioral Support Team: prepare rooms and resources so leaders have the materials, visual supports, schedules, and information needed for each program.

·      Track operational needs and identify gaps early, bringing clear recommendations to the Adaptive Program Director.

Volunteer Coordination

·      Coordinate volunteer scheduling, confirmations, substitutions, check-in details, and role assignments in partnership with the Adaptive Program Director.

·      Support the growth of a dependable Dream Team by maintaining current rosters, onboarding steps, training records, and regular communication.

·      Work with Director to help match participants with appropriate buddies and ensure volunteers receive relevant, need-to-know support information.

·      Provide organized day-of support so volunteers know where to serve, what to expect, and whom to contact for help.

Family Communication and Administration

·      Manage routine program communication with parents and caregivers, including weekly attendance check-ins, registration follow-up, reminders, confirmations, and event details.

·      Maintain accurate participant records and ensure required forms and care-plan information are complete and routed to Adaptive Program staff.

·      Respond promptly and warmly to questions, escalating pastoral, behavioral, safety, or accommodation concerns to the Adaptive Program Director or Behavioral Support Team.

·      Support registration, attendance, reporting, purchasing, expense tracking, and other administrative processes assigned by the Director.

Cross Ministry Coordination

·      Partner with Adaptive Program staff to coordinate buddy coverage and adaptive supports for Heartland Kids, Students, young adults, baptisms, special events, and other churchwide opportunities.

·      Partner with facilities, security, communications, ministry staff, AP Behavioral Support team, and community partners to keep program logistics aligned.

·      Partner with Community Engagement & Guest Experience team to help organize participant opportunities to serve, build job skills, and contribute meaningfully within the church.

Required Qualifications

·      Active Christian faith and commitment to the mission and values of Heartland Church.

·      Strong administrative, organizational, and follow-through skills, with the ability to manage multiple recurring programs and deadlines.

·      Clear, warm, and professional written and verbal communication.

·      Ability to work collaboratively with individuals with disabilities, families, volunteers, staff, and community partners.

·      Sound judgment with confidential information and the ability to recognize when an issue requires escalation.

·      Availability to support Sunday services and periodic evening or special events as required by the ministry calendar.

Preferred Qualifications

·      Experience in church ministry, disability services, education, volunteer coordination, or event operations.

·      Experience with scheduling, registration, database, project-management, or church-management systems.

·      Working knowledge of or willingness to learn inclusive practices, visual supports, person-centered language, and accommodations for people with intellectual or developmental disabilities.