Receptionist/Operation Specialist

Job Description

Job Description

Summary

The Operation Specialist is an administrative resource that will perform a wide variety of professional and administrative support to the Operations Team, in addition to provide customer service to the Evangelical Covenant Church's constituency.

This position provides timely and responsive support with administrative systems, processes and technology utilized in 8303, while also responding to multiple inquiries from the public, using different communication mediums.

This specialist holds knowledge, proficiency, and skills in the day-to-day operations of our 8303 ministry efforts and conceptualizes and formulates recommendations for efficiency and effectiveness for individual and collective team 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 / person, according to building policies and protocols.
• Process inquiries from constituency; respond and / or direct to the appropriate person according to need.
• Operate reception area equipment in answering and screening calls / emails, directing and providing information, and / or taking and forwarding messages from constituency, as deemed necessary and appropriate
• Work with Director of Ministry Services for Operations to improve and standardize processes across the Operations team to achieve projected outcomes.
• Coordinates logistics and provides support for ministry meetings and their corresponding stakeholders.
• Ensures all meeting logistics and engagement reflect the mission, vision, values, goals, and standards of the Covenant and Covenant leadership.
• Effectively communicates in verbal and written form with stakeholders to support effective and timely preparation and engagement.
• Prepares written, presentation, communication, and recordkeeping resources to be utilized throughout meetings.
• Manages ministry, meeting and participant expenses and reimbursement requests in a timely fashion, and ensures adherence to Finance Office guidelines for payments and reimbursements for the Operations Team.
• 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 compliance considerations.
• Ensure web presence and campaigns remain current and responsive to team / ministry objectives.
• Utilize various office machines and computer applications to expedite daily operations, procedures, or tasks.
• Ensure material and supplies inventory is maintained, accordingly.
• 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 Services for Operations or by the Chief Operations Officer

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.

Proficiency with project management and CRM database system, preferably Raiser's Edge or Salesforce. Proficiency with project management software like ClickUp, Microsoft Project, Basecamp or Trello.

Proficiency 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, and occasionally work in remote locations.

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.