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Operation Specialist

Company: Evangelical Covenant Church
Location: Chicago
Posted on: June 26, 2022

Job Description:

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.

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.

--- 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


Keywords: Evangelical Covenant Church, Chicago , Operation Specialist, Other , Chicago, Illinois

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