Conference Operations Specialist

Location:  Hybrid, Chicago Campus

Job Type: Full-Time

Compensation Range: $22.00 - $24.50 USD Hourly

The compensation above is the estimated hiring range for this position. Final offers are determined based on a variety of factors including skills, experience, qualifications, internal equity, and other job-related considerations.

To access a list of benefits for full-time jobs, please visit www.moodybible.org/careers/benefits/. Part-time benefits include a retirement savings plan, education discounts, and publishing discounts.

What You Will Be Doing

Under the direct supervision of the Conference Marketing Manager, this position is responsible for oversight of all business functions pertaining to Conference Marketing and Management, including but not limited to: Speaker Care, Financial Liaison, Student drivers as needed, logistics for conferences as needed, and event technology such as RegFox.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

• Work closely with the Conference Marketing and Management (CMM) team to submit invoices, internal transfers, deposits, check requisitions, and supplemental pay forms.
• Record and submit all deposits and payments to Treasury Operations.
• Collaborate with Procurement on bus contracts and schedules for Founder’s Week and other events as needed.
• Oversee CMM student or staff drivers for CMM conferences such as Founder’s Week, Missions Conference, and Levántate.
• Oversee conference operations to ensure accuracy and efficiency.
• Create manuals for each type of event to ensure all service providers and general facility usage are considered.
• Coordinate details of all conference registration information.
• Train new users on the RegFox system using the check-in app, registration page, and special cases.
• Manage the confidential storage of all contracts as per the most current processes established by the Senior Director of Marketing Communications and Moody’s legal team.
• Coordinate comprehensive speaker care for all visiting speakers, including managing travel and accommodation arrangements, preparing itineraries, overseeing pick-up and drop-off logistics, facilitating book signings and Moody Radio interviews, and ensuring all necessary forms and documentation are completed.
• Manage all aspects of Moody’s hotel partnerships, including maintaining partner relationships, executing event-related contracts, coordinating room needs with the CMM team for conference speakers, and ensuring the hotel partner webpage remains accurate and up to date.
• Oversee the daily operational workflow of the CMM department by supporting copier and printer needs, serving as the primary liaison to ITS, coordinating work orders and office needs with Facilities, managing supply orders, maintaining clean and organized storage areas, and overseeing the scheduling and upkeep of the CMM Green Room.
• Perform other duties as assigned by the Conference Marketing Manager.

Minimum Requirements

• Bachelor’s degree in business, Marketing, Communications, or a related discipline
• Two years administrative support experience or event planning experience.
• Proven record of working cooperatively with, and flexibly as part of, a team, exhibiting leadership in given responsibilities.
• Authorized to work in the US legally without sponsorship

Preferred Requirements

• Sincere love for people with a fervent desire to serve constituents by creating memorable and enjoyable experiences, daily relying on the Lord’s wisdom to contribute to the creation and formation of conference programming.
• Excellent display of godly leadership, including inter-personal and verbal communication skills with ability to act in a mature and professional manner in all settings and with all types of people.
• Consistent engagement of innovative thinking and fostering a highly-motivated work environment to be innovative.
• Excellent organizational skills required, with strict attention to detail, including multi-tasking and prioritizing.
• PC proficiency and experience with Microsoft Office software, Photoshop software, and other software to aid in IMC Liaison responsibilities.
• Ability to hold a flexible work schedule on evenings and weekends as needed to help with event facilitation.

Work Environment/Conditions

Moody Bible Institute is a Christian-based Higher Education and Media Ministry. We exist to equip people with the Truth of God’s Word. If you are mission-minded, and have a servant’s heart, join us as we look to further impact the Kingdom of God.

This job requires someone who can work in a fast-paced environment, at times spending long hours on their feet. This job requires someone who can answer emails and phone calls. Strong computer skills are a must. Some light to moderate lifting is required from time to time.

This is a full-time position: Monday through Friday with Tuesday, Wednesday and Thursday as mandatory in-office days and some flexibility available for Mondays and Fridays as needed to work remotely with approval. Hours may vary with some weekends, and late hours required based on events. Some Travel is expected for this position.

Additional Information

Moody Bible Institute is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Candidates must align with MBI’s Christian identity.  Employees are expected to sign a Statement of Faith and adhere to the Community Standards.

We comply with all applicable laws pertaining to nondiscrimination on the basis of race, color, national origin, sex, age, disability, and any other applicable legally protected category.  As a religious institution, we have the right to, and do, require that employees hold beliefs consistent with our Doctrinal Statement and conduct themselves in a manner consistent with our religious beliefs, as explained in our Community Standards.

Salary : $22 - $25