Administrative Coordinator

3 weeks ago

Chicago, United States Evangelical Covenant Church Full time

Description:
**Coordinator of Administrative Services**

The Administrative Coordinator will contribute to advancing the ministry objectives of Serve Locally emphasizing the Mission Priority of Love Mercy Do Justice (LMDJ). This role provides a broad range of administrative and project coordination support as needed by the department. This position will be responsible for various aspects of hospitality, coordination, communication, logistics, service, and effective delivery of administrative duties for LMDJ projects and SL ministries.

While this role has a focus on the LMDJ ministry priority, the role may offer specialty support to other parts of Serve Locally as we serve the church, as a whole, with our ministries.

**Essential Functions/Responsibilities**
- Represent Serve Locally in a professional, hospitable, and courteous manner in all forms of communication methods.
- Prioritize and manage multiple tasks with competing timelines, as requested by ministry priority’s staff.
- Provides and supports internal & external communication for marketing, communication, mailing, media, operational and recruitment effort related to ministry.
- Process inquiries from constituency; respond and/or direct to the appropriate person according to need.
- Coordinate online and in-person meeting/events logistics (scheduling, registration, reservations, catering, setting, media, technology, communication, etc.)
- Make travel arrangements (flight, lodging, etc.) and manage event registration for staff in accordance with travel policies.
- Accurate maintenance of calendaring for teams as needed to optimize coordination and communication on efforts and engagements.
- Maintain paperwork and files; update and create additional dossiers, as needed.
- Ensure the ministry area’s material and supplies inventory is maintained accordingly in workstations, storage; and as needed in the Covenant Bookstore.
- Process check requests and reimbursements for vendors and constituents (staff, ministry partners, etc.) accurately and in a timely manner under supervision of Manager of Administrative Services.
- Develop, collect, manage and maintain databases and the corresponding data/information as utilized by LMDJ and SL.
- Manage and produce incoming/outgoing correspondence, as requested.
- Oversee the mission area's presence on social media channels and manage posts.
- Conduct online research effectively to advance ministry priority’s efforts, effectively and efficiently.
- Other duties as assigned to support the mission area and Serve Locally

**Requirements**:
**Education and Experience**

Required:

- A bachelor's degree or equivalent, with more than 3 years in an administrative role with heavy customer service and project coordination emphasis, including experience supporting multiple staff simultaneously.
- Experience in light bookkeeping
- Hold a valid driver's license.

Preferred:

- Bi-lingual (proficiency in Spanish) and experience in a multi-cultural context preferred.
- Experience in a ministry setting
- Personal engagement with the Covenant Church (ECC) (preferably minimum of 1-3 years)

**Skills**
- Capable of operating with discretion and confidentiality at all times.
- Works well under pressure and can accomplish multiple tasks, with conflicting priorities and timelines.
- Ability to track and report progress on a wide range of tasks, simultaneously.
- Detail oriented, strong organization, prioritization and time-management skills are eminent.
- Strong collaboration and effective communication skills with others
- Excels attention to detail with a high level of accuracy in the preparation of documents, reports, and correspondence.
- Understands administrative and clerical procedures and systems such as word processing, managing files and records, transcription, formatting and designing forms, and other office procedures.
- Capacity to respond to and deal with a range of ad hoc queries/requests.
- Maintains flexibility in approach and adjusts actions when appropriate.
- Excellent management and people skills to embrace diversity of schedules, backgrounds, formats, contexts, etc.
- Proficiency in math skills to perform basic bookkeeping tasks
- Effective use and comprehension of English language.
- Self-starter, with the ability to work independently.

**Environment Conditions**

Able to work well in professional office setting, but occasionally works in remote locales. Occasional domestic travel and evening/weekend engagements. Must be versatile and able to work for prolong segments sitting, walking, or standing. Must engage frequently with office tools and equipment, such as: computer, copier, phone, printers, etc. Must be able to occasionally lift or move items, less than 40lbs.

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