Office Administrator - Moody Alumni Association

Moody Bible Institute, IL•Chicago, IL

76d•$20 - $24•Onsite

About The Position

The Office Administrator ensures that the Alumni Association operates smoothly, efficiently, and with genuine care for people. This role combines administration, organization, and hospitality-creating a welcoming and mission-driven environment where details are managed with excellence, alumni feel valued, and the team can do its best work. We're seeking someone who finds satisfaction in bringing structure to busy spaces and joy to everyday interactions-someone who values reliability, organization, and care. This person loves the behind-the-scenes work that helps others thrive and takes pride in keeping things running smoothly. Someone who is always looking to step into the gap so that nothing falls through the cracks. This position is ideal for someone who takes delight in details, finds joy in serving others, and believes that excellence in small things honors the Lord.

Requirements

Bachelor's Degree
Emotionally intelligent; innate ability to interact well with others
Enjoys administrative systems, organization, and creating a welcoming environment.
Thrives in a collaborative, service-oriented workplace that values both excellence and kindness.
Strong written and verbal communication skills
Ability to listen well, intuit needs, and ask clarifying questions
High attention to detail for organization and project management
Proficient with Microsoft Office suite
Problem-solver and decision-maker
Independent learner and self-starter; able to delegate and collaborate effectively
Consistent, dependable, and motivated to contribute long-term to the work and culture of the Alumni Association
Able to work in the US legally without sponsorship.

Nice To Haves

Graduate of Moody Bible Institute
Master's Degree in Christian Ministry field or Management
Graduate of Moody Theological Seminary
Two years prior experience in office management and/or student worker oversight

Responsibilities

Maintain an organized, clean, and welcoming office atmosphere that reflects the professionalism and stewardship of the Alumni Association's mission.
Manage and coordinate daily office functions with the Executive Director to support staff needs and schedules.
Oversee office supplies, systems, and procedures to ensure operational efficiency.
Recruit, hire, train, schedule, and supervise three student employees; oversee additional seasonal student teams as needed.
Provide mentoring and accountability for student workers in professional development and service standards.
Lead Alumni Association customer service-ensuring prompt, professional, and caring responses to inquiries.
Manage communication via mail, email, and phone; maintain accurate alumni contact and address data.
Coordinate alumni campus visits and tours; represent the Association with warmth and hospitality.
Ensure timely, personal acknowledgment of alumni gifts in partnership with the Executive Director.
Track and report alumni engagement metrics/KPIs, identifying trends and opportunities.
Serve as liaison to Donor Services to align on giving and engagement goals.
Assist with logistics for Alumni Association events (RSVPs, nametags, supplies).
Support coordination of alumni scholarships, Faculty Travel Endowment Funds, and other projects.
Support magazine production, social media scheduling, and prayer request organization.
Provide clerical assistance to the Executive Director, including correspondence and meeting preparation.
Represent the Alumni Association at key annual events including Candlelight Carols, Founder's Week, the EAA AirVenture, Missions Conference, Chicago Commencement, and other commencements as requested.
Perform other duties as assigned by the Executive Director