Operation Specialist
Company: Evangelical Covenant Church
Location: Chicago
Posted on: June 26, 2022
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Job Description:
Description:
Summary
The Operation Specialist is an administrative resource that
performs a wide variety of professional and administrative support
for the Operations Team, in addition to providing customer service
to the broader constituency of the Evangelical Covenant Church.
This position provides timely and responsive support with
administrative systems, processes and technology utilized by the
Denominational Team. This specialist holds knowledge, proficiency,
and skills in the day-to-day operations of our mission and ministry
efforts.
Essential Functions
--- Engage in a professional, hospitable, and courteous manner in
electronic, phone and in-person communication with all
constituents.
--- Greet persons entering establishment, determine nature and
purpose of visit, and connect them to corresponding
destinations/persons, according to building policies and
protocols.
--- Process inquiries from constituency; respond and/or direct to
the appropriate person according to need.
--- Answer and screen calls/emails, directing and providing
information, and/or documenting messages from constituency, as
deemed necessary and appropriate.
--- Work with Director of Ministry Operations to improve and
standardize processes across the Operations team to achieve
projected outcomes.
--- Coordinate logistics and provide support and hospitality for
ministry area meetings and their corresponding stakeholders.
--- Ensures all meeting logistics and engagements reflect the
mission, vision, values, goals, and standards of the Covenant and
Covenant leadership.
--- Effectively communicate in verbal and written form with
stakeholders.
--- Prepare written, presentation, communication, and recordkeeping
resources to be utilized throughout meetings.
--- Manage and process ministry, meeting and participant expenses
for reimbursement in a timely and accurate fashion and ensure
adherence to Finance team guidelines.
--- Oversee ECC's master meeting schedule in order to lead and
guide communication, reviews and approvals in a timely manner.
Oversee and synchronize staff calendars to optimize staff time with
constituency.
--- Gain working familiarity with all operational playbooks,
procedures and policy documents to resource and support constituent
engagements.
--- Ensure web presence and campaigns remain current and responsive
to team's objectives.
--- Utilize various office machines and computer applications to
expedite daily operations, procedures, or tasks.
--- Ensure material and supplies inventory is maintained in
preparation for meetings.
--- Make travel arrangements (flight, lodging, etc.) and manage
event registration for staff in accordance to travel policies. ---
Manage, produce, or collate incoming/outgoing mailings and
correspondence, as requested.
--- Other duties as assigned by the Director of Ministry Operations
and/or by the Executive Director of Operations.
Requirements:
Education and Experience
Required: Bachelor's Degree with no less than 5 years of experience
in an administrative role with heavy customer service emphasis,
including supporting multiple staff or equivalent administrative
experience. Proficiency with database system management, preferably
Raiser's Edge or Salesforce. Proficiency with project management
software and with other Microsoft and Windows applications and web
technologies.
Preferred: Personal engagement in a ministry/nonprofit setting.
Skills
--- Capable to operate with discretion and confidentiality at all
times.
--- Works well under pressure and is able to accomplish multiple
tasks with conflicting priorities and timelines.
--- Ability to track and report progress on a wide range of tasks,
simultaneously.
--- Detail oriented, with strong organizational skills and skills
related to prioritization and time management.
--- Maintains 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 documents, and can operate
at a high level with invoices, budget sheets, and Excel.
--- Capacity to respond to and deal with a range of ad hoc
queries/requests.
--- Maintains flexibility in approach and adjusts actions when
appropriate.
--- Coordinates and manages logistics for small and large
meetings.
--- Excellent management and people skills to embrace diversity of
schedules, backgrounds, formats, contexts, etc.
--- Uses critical thinking skills, applying logic and reasoning to
identify the strengths and weaknesses of alternative solutions,
conclusions or approaches to address challenges.
--- Self-starter, with the ability to work independently.
Environment Conditions
Must be able to work occasionally on weekends for meetings. Able to
work well in professional office setting, while also being able to
work remotely. Must be willing to engage in domestic travel,
occasionally. 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, printers, etc. Must be able to
occasionally lift or move items, less than 35lbs
PI181084079
Keywords: Evangelical Covenant Church, Chicago , Operation Specialist, Other , Chicago, Illinois
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