Ministry Coordinator-WCBGC

Wheaton College•Wheaton, IL

3d•Hybrid

About The Position

The Wheaton College Billy Graham Center (WCBGC) is a ministry of Wheaton College dedicated to serving the Church beyond its campus, with a core focus on evangelism. The WCBGC operates nine institutes that support diverse ministry environments by convening practitioners and thought leaders, publishing research, and hosting events. This role is crucial for the success of these institutes and initiatives, managing administrative details, providing office hospitality, supporting ministry leaders at events, and assisting the Executive Director (ED).

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.
Growing competency in marketing platforms.
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 preferred.
Experience in WordPress and HubSpot preferred.

Responsibilities

Manage general email and phone calls to provide timely responses to pastors and leaders.
Manage contacts and develop automations within HubSpot (CRM).
Track contributions and donor engagement using Neon CRM for 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 through the appropriate office and credit to correct funds.
Process and track purchase orders, invoices, and deposits in Oracle.
Assist with budget tracking and basic financial reporting.
Greet office guests warmly, working in the office at least four days a week.
Maintain team calendars, reference materials, and digital files to support a hybrid work environment.
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.
Schedule complex ED meetings involving internal and external stakeholders.
Represent the ED in communication with ministry partners, participants, and donors.
Support staff care initiatives, including annual retreats, staff meetings, and development opportunities.
Support WCBGC Board meetings by assisting with materials, taking minutes, providing hospitality, and facilitating follow-up.
Take minutes during monthly Wheaton Evangelism Group meetings and follow up on action items.