Trinity Administrative Coordinator

3 weeks ago

Chicago, United States Trinity United Church of Christ Full time
Job DescriptionJob Description

Work Direction: The Administrative Coordinator works under the direct supervision of the Manager, Member and Guest Services (Manager, Member and Guest Services) and the general guidance of the Executive Pastor.


Basic Function: The Administrative Coordinator is responsible for the overall coordination and administration of the office of the Member and Guest Services.


Duties and Responsibilities


Administrative Coordination

  • Coordinates and prepares administrative assignments/special projects, conducts research, and gathers data, as necessary.
  • Creates and/or types correspondence, memoranda, statistical reports or a variety of other reports, minutes, and presentations.
  • Reviews materials for accuracy, completeness, and compliance with established standards. Reproduces materials, retrieves, and sends fax transmittals.
  • Reviews, screens, and responds to, when appropriate, incoming correspondence and telephone calls.
  • Provides Administrative support to Member and Guest Services team: greets guests and visitors; makes inter-departmental deliveries; orders supplies; assists with all mailings.
  • Maintains appointment calendar.
  • Schedules travel reservations/accommodations.
  • Prepares check requests.

Office Management
  • Organizes office activities and coordinates communication for the office.
  • Directs the work of the office based on the needs and requirements of the Manager, Member and Guest Services to assure efficiency and efficient communications with the Manager, Member and Guest Services management team and other internal departments.
  • Provides support and aide to the management team.
  • Responsible for record keeping and the management of inter and intra general church correspondence, staff files, work schedules, time and attendance reports, etc.
  • Orders, receives, stores, and distributes office supplies and forms.


Liaison Activities

  • Serves as liaison to members of the staff and the congregation and works with all staff, board members, and ministry partners to establish effective working relationships and resolve problems addressed to the Manager, Member and Guest Services.

Project Reporting

  • Maintains Projects Database ensuring information is up-to-date on current projects and easily available.
  • Provides reports to the Projects Team(s) and the Manager, Member and Guest Services, as required, and provides updates to the Project Team(s) regarding deadlines or other aspects of their work, as necessary.
  • Supports the Project Team(s) by facilitating project logistics for meetings, conference rooms, conference calls, etc.
  • Takes meeting minutes and action items during meetings and performs basic follow-up when needed.

Requirements: This position requires a college degree and at least 5 year’s administrative work experience in a related area field. The incumbent must be able to write routine reports, correspondence, and speak effectively before groups, congregants, visitors, and employees of the church. The incumbent must possess excellent Microsoft applications skills, project management, computer, software, and Internet skills. Typing speed equivalent to 50 – 60 wpm. The incumbent must demonstrate the ability to handle stressful situations and effectively meet deadlines. The incumbent must demonstrate the ability to interpret both oral and written instructions effectively and demonstrate the ability to maintain confidentiality. Knowledge of church policies and procedures is essential. The incumbent must demonstrate the ability to utilize various office machines/equipment such as computer processing applications such as Microsoft Office Suite, fax and copier equipment. The incumbent must demonstrate discretion, good judgment, and analysis skills to assess problems, critical issues, and opportunities as they arise. The incumbent must also demonstrate excellent planning and organizational skills in order to effectively meet schedules and timelines.

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