Ministry Coordinator-WCBGC

Wheaton College•Wheaton, IL

3d•$24 - $26•Hybrid

About The Position

The Ministry Coordinator role is crucial for the success of the Wheaton College Billy Graham Center's (WCBGC) institutes and initiatives. This position involves managing numerous details, providing excellent hospitality within the office, supporting ministry leaders at events, and assisting the Executive Director (ED). The role is full-time and requires working in the office at least four days a week, contributing to a hybrid work environment. The WCBGC is a ministry of Wheaton College focused on evangelism, serving the Church through its nine institutes which gather practitioners and thought leaders, publish research, and host events.

Requirements

Work experience in a fast-paced office setting is required.
Professional attitude with close attention to detail.
Project management and bias toward action.
Strong verbal and written communication skills.
Demonstrated ability to manage multiple projects and competing priorities.
Proficient in Microsoft Office, particularly in Excel.
Affirmation of the Wheaton College Statement of Faith.
Affirmation of the biblical standards for Christian character and God-honoring behavior described throughout the Wheaton College Community Covenant, and promise to adhere to them in personal practice.
Support of the Wheaton College Christ-Centered Diversity Commitment, the Gender Equity Vision Statement, and the College’s Convictions on Human Sexuality.

Nice To Haves

Experience with Asana is preferred.
Growing competency in marketing platforms.
Experience with WordPress and HubSpot is preferred.
A bachelor’s degree is preferred but not required.

Responsibilities

Manage general email and phone calls to provide timely responses to pastors and leaders.
Manage contacts and develop automations within HubSpot (CRM system).
Track contributions and donor engagement using Neon CRM for timely acknowledgment and follow-up.
Manage registration, guest services, sponsors, and logistics for the annual Amplify Conference (600 guests).
Coordinate room reservations, catering, registration, and guest services for WCBGC events and lectures (1-2 per month).
Manage guest speaker itineraries and hospitality.
Process mail and deposits, crediting the correct funds.
Process and track purchase orders, invoices, and deposits in Oracle (Wheaton’s accounting and HR system).
Assist with budget tracking and basic financial reporting.
Warmly greet office guests.
Support a hybrid work environment by maintaining team calendars, reference materials, and digital files.
Maintain a professional and attractive physical office environment and efficient storage spaces.
Manage scheduling and technical support for the WCBGC conference room and recording studio.
Coordinate student workers for special projects and events.
Support staff meetings and hospitality for guests.
Oversee the orientation of new WCBGC employees and guests.
Maintain a scorecard of key ministry metrics and shared projects in Asana (project management software).
Schedule complex ED meetings involving internal and external stakeholders.
Represent the ED in communication with ministry partners, participants, and donors.
Work with ED to support staff care, including annual retreat, regular staff meetings, and development opportunities.
Support WCBGC Board meetings by assisting with materials preparation, taking minutes, providing hospitality, and facilitating follow-up communication.
Take minutes during monthly Wheaton Evangelism Group meetings and follow up on action items.