Institute Support and Events Coordinator

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    "ExternalDescriptionStr": "<p><b>Institute Support &amp; Events Coordinator</b></p>\n<p><b>Wheaton College Billy Graham Center (WCBGC)</b></p>\n<p>&nbsp;</p>\n<p><b>Job Overview</b></p>\n<p>The Institute Support and Events Coordinator provide execution-focused administrative and logistical support for the Evangelism Institutes of the Wheaton College Billy Graham Center. The role works under the direction of the Operations Manager, and ensures reliable follow-through, accurate documentation, and smooth execution of cohort operations and institute events.&nbsp;</p>\n<p>&nbsp;</p>\n<p>This position supports the Director of Evangelism and multiple Institutes (CEI, AACEI, RCI, and PI) through clearly defined processes and agreed-upon priorities. The role is designed for a highly organized professional who excels at coordination and execution while managing competing deadlines with clarity and care. This is a full time positions and pays $25-$26/hr.</p>\n<p>&nbsp;</p>\n<p><b>Administrative &amp; Institute Support</b></p>\n<ul>\n <li>Provide defined administrative support to the Director of Evangelism, including scheduling, meeting preparation, and document support, within established priorities.</li>\n <li>Provide administrative support to the Evangelism Institutes (CEI, AACEI, RCI, PI) under the direction of the Operations Manager.</li>\n <li>Provide end to end administrative support with coach contracts.</li>\n</ul>\n<p>&nbsp;</p>\n<p style=\"margin-left:4.5pt\"><i>This role does not function as a full executive assistant and does not provide unlimited ad hoc administrative support.</i></p>\n<p>&nbsp;</p>\n<p><b>Finance Coordination</b></p>\n<ul>\n <li>Input new supplier requests and work with partners to ensure that they have been successfully added into the procurement system.</li>\n <li>Collect, organize, and submit documentation related to coaching fees, speaker fees, other contractors, reimbursements, and P-card transactions.</li>\n <li>Support budget tracking and reconciliation activities as directed by the Operations Manager.</li>\n</ul>\n<p>&nbsp;</p>\n<p><b>Event &amp; Retreat Coordination (Execution-Focused)</b></p>\n<ul>\n <li>Manage and execute registration, communication, materials preparation, travel coordination, on-site support, and event follow-up in partnership with the Operations Manager and Directors.</li>\n <li>Maintain detailed timelines, task lists, and logistics trackers.</li>\n <li>Travel to and provide on-site support for events to ensure smooth execution and hospitable participant experience.</li>\n</ul>\n<p style=\"margin-left:4.5pt\">&nbsp;</p>\n<p style=\"margin-left:4.5pt\"><i>Event leadership, budgeting, and high-level planning are owned by the Operations Manager in collaboration with Institute leadership.</i></p>\n<p>&nbsp;</p>\n<p>&nbsp;</p>\n<p><b>Cohort &amp; Participant Coordination</b></p>\n<ul>\n <li>Support cohort onboarding, communications, and coordination under the direction of the Operations Manager.</li>\n <li>Assist with platform access (Circle), session preparation, materials distribution, attendance tracking, and associated follow-up needs for all users.</li>\n <li>Maintain accurate data in Circle, HubSpot, and related systems alongside the Operations Manager.</li>\n</ul>\n<p><b>Qualifications &amp; Competencies</b></p>\n<ul>\n <li>Minimum of 3 years of experience in administrative support, operations coordination, or event support.</li>\n <li>Strong organizational skills and attention to detail.</li>\n <li>Excellent written and verbal communication skills.</li>\n <li>Ability to manage multiple deadlines in a dynamic environment.</li>\n <li>Comfort coordinating financial documentation and systems.</li>\n <li>Demonstrated ability to work collaboratively within a cross-functional, hybrid working, faith-based team.</li>\n <li>Proficiency in Microsoft Office, Zoom, and tools such as HubSpot, Asana, Circle, or Canva.</li>\n</ul>\n<p><b>Faith Qualifications</b></p>\n<ul>\n <li>Affirmation of the Wheaton College Statement of Faith as a faithful expression of one’s own theological convictions</li>\n <li>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</li>\n <li>Support of the Wheaton College Christ-Centered Diversity Commitment, the Gender Equity Vision Statement, and the College’s Convictions on Human Sexuality.&nbsp; These commitments can be found on the Wheaton College website.</li>\n</ul>\n<p><b>Preferred Attributes</b></p>\n<ul>\n <li>Experience working in higher education, ministry, or nonprofit settings.</li>\n <li>Familiarity with cohort-based programs or adult learning environments.</li>\n <li>Experience supporting events, retreats, or conferences.</li>\n <li>Demonstrated initiative, discretion, adaptability, and commitment to servant leadership.</li>\n</ul>\n<p>&nbsp;</p>\n<p><span><b>Reports to:</b> Operations Manager</span></p>\n<p><span><b>Status:</b> Full-time, Non-exempt</span></p>\n<p>&nbsp;</p>\n<p>This role requires travel 2-3 times per year and occasional evening availability.</p>\n<p>&nbsp;</p>\n<p>&nbsp;</p>\n<p>&nbsp;</p>\n<p>&nbsp;</p>\n<p>&nbsp;</p>\n<p>&nbsp;</p>",
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