Receptionist/Operation Specialist

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