Administrative Services Specialist

    • Job Tracking ID: 512954-747595
    • Job Location: Chicago, IL
    • Job Level: Executive
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: November 25, 2020
    • Years of Experience: 7 - 10 Years
    • Starting Date: ASAP
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Job Description:

Summary
The Coordinator of Administrative Services will support the administrative efforts and steward constituent relations for the President’s Office. This Specialist will advance ministry strategies and initiatives by providing professional, responsive, and timely project and engagement support. This position works proactively with the President to foster an optimal environment for constituent communications and engagements by shepherding and coordinating communication resources from the President’s office.

Essential Functions
* Administrative Responsibilities
o Prioritize and manage multiple tasks with competing timelines.
o Handle financial transactions and paperwork such as reimbursements, invoicing, and expense tracking.
o Manage and maintain databases and the corresponding data/information.
o Proofread content for various publications and materials; edit copy for content and grammar as assigned.
o Manage and produce correspondence, whether bulk or individual.
o Formulate agendas, minutes, supporting documents, presentations, records and other documents.
o Provide hospitality and support for executive engagements (meetings, trainings, events, retreats, etc.), both in-person and virtually.
o Assist with in-person event tasks such as on-site management and setup/teardown, as needed.
o Assist with virtual event support, logistical arrangements and assistance for virtual participants as needed.

* Customer Service
o Respond to constituent requests and inquiries in a timely and professional manner.
o Engage in a professional, hospitable, and courteous manner in electronic, phone and in-person communication.


* Executive Support
o Manage President’s Office communication resource kit and maintain relevant to development and annual church calendar.
o Works collaboratively with Communications team, to assess various communication methods, audiences, channels, and opportunities and ensure communication and relational objectives are achieved.
o Helps formulate compelling and engaging text for different ministry projects and communication mediums.
o Communicates with people inside/outside the President’s Office, representing the team with constituent groups and other external sources - via in-person, written, or oral exchanges.
o Other duties and/or projects as assigned by the Director of Ministry Services, Chief Ministry Officer and President.

Experience and Skills:

Education and Experience
Required: A bachelor’s degree or comparable experience. Minimum eight-year engagement in a public relations, journalism, communication and/or marketing environment with heavy customer service/ministry emphasis. Experience with multi-media, media relations and diverse constituency groups. Mastery of Microsoft and Windows applications, databases development and management.
Preferred: Type a minimum of 55 words per minute. Minimum three (3) year engagement and active membership in a Covenant Church. A current driver’s license is required.
Skills
* Personal and demonstrated Christian faith.
* Willingness to fully support the mission and ministry of the Evangelical Covenant Church at the denominational, regional conference and local congregational levels, as well as affiliated entities and ministries.
* Effective communication and editorial skills.
* Strong networking skills along with an extensive history of cross-cultural collaboration with leadership representing the multiethnic mosaic, from both rural and urban contexts within the Covenant. High intercultural knowledge and competency skills.
* Excellent management and people skills to embrace diversity of schedules, backgrounds, formats, contexts, etc.
* Highly responsible and delivers outcomes on time and on budget.
* Detail oriented, strong organization, prioritization and time-management skills are eminent.
* Attention to detail with high level of accuracy in the preparation of documents, reports, and correspondence.
* Ability to function well under pressure and to accomplish multiple tasks with conflicting priorities and timelines. Tracks and reports progress on a wide range of tasks simultaneously.
* Responsive to and deals with a range of ad hoc queries/requests.
* Ability to operate with discretion and confidentiality at all times.
* Flexible in approach and adjusts actions when appropriate.
* Excellent people skills to embrace diversity of schedules, backgrounds, formats, contexts, etc.
* Self-starter, with the ability to work independently and remotely.
* Comfortable with working virtually, as some other team members work remotely.
* Mastery of Microsoft and Windows applications, video conference applications, familiarity with project management software platform functions.

Environment Conditions
Able to work well in professional work setting virtually or in-person; must be able to work effectively in remote locales. Occasional travel. Must be versatile and able to work for prolonged segments sitting or standing. Must engage frequently with office tools and equipment, such as: computer, copier, phone, web-conferencing equipment, cell communication, printers, etc. Must be able to occasionally lift or move items, less than 40 lbs.: and using machinery to move boxes and crates (pallets, dolly etc.) Occasionally, pack and unpack, move and lift boxes that contain event materials.