Ministry Coordinator-WCBGC

What if every believer, everywhere, was equipped to share Christ with their friends, families, and neighbors? What if every church was growing by reaching new people with the gospel of Jesus Christ?

Since 1980, Wheaton College Billy Graham Center has been a ministry of Wheaton College to serve the Church beyond our campus. Everything we do focuses on evangelism. Our nine institutes serve diverse ministry environments by gathering practitioners and thought leaders, publishing helpful research, and hosting world-class events.

Job Overview

This role is the glue that helps all of our institutes and initiatives thrive. It manages lots of details, provides world-class hospitality in our office spaces, serves ministry leaders at our events, and supports our Executive Director (ED). This is a full-time position that pays $24-$26/hr.

Primary Areas of Responsibility:

Constituent Engagement:

• Manage general email and phone calls to provide timely responses to the pastors and leaders we serve
• Update and maintain our email lists within HubSpot, our internal constituent management database
• Monitor general HubSpot workflows and website form integration
• Track contributions and donor engagement using Neon CRM to support timely acknowledgement and follow-up
• Write or proofread promotional and fundraising emails, design graphics, and assist with social media
• Support website updates (using WordPress)
• Manage registration, guest services, sponsors, and support logistics for our annual Amplify Conference (600 guests)
• Coordinate room reservations, catering, registration, and guest services for WCBGC events and lectures (1-2 per month)
• Manage guest speaker itineraries and hospitality

Event Support:

• Manage registration, guest services, sponsors, and support logistics for our annual Amplify Conference (600 guests)
• Coordinate room reservations, catering, registration, and guest services for WCBGC events and lectures (1-2 per month)
• Manage guest speaker itineraries and hospitality

Accounting:

• Process mail and deposits through the appropriate office on campus and credit to the correct funds
• Process and track purchase orders, invoices, and deposits in Oracle (Wheaton’s accounting and HR system)
• Help with budget tracking and basic financial reporting

Office Management:

• Warmly greet office guests (working in the office at least four days a week)
• Support hybrid work environment by maintaining team calendars, reference materials, and digital files
• Maintain a professional and attractive physical office environment and efficient storage spaces
• Manage scheduling and technical support for the WCBGC conference room and recording studio
• Coordinate student workers to assist with special projects and events
• Support staff meetings and hospitality for guests
• Oversee the orientation of new WCBGC employees and guests

Executive Support:

• Maintain scorecard of key ministry metrics and shared projects in Asana (project management software)
• Schedule more complex ED meetings involving internal and external stakeholders
• Represent the ED in communication with ministry partners, participants, and donors
• Work with ED to support staff care, including annual retreat, regular staff meetings and development opportunities
• Support WCBGC Board meetings by assisting with materials preparation, taking minutes, providing meeting hospitality, and facilitating follow-up communication
• Take minutes during monthly Wheaton Evangelism Group meetings and follow up on action items

This job description is intended to represent key areas of responsibility; specific assignments may vary from time to time, and other duties may be assigned.

Qualifications & Competencies:

• Work experience in a fast-paced office setting is required
• Professional attitude with close attention to detail
• Project management and bias toward action (experience with Asana preferred)
• Strong verbal and written communication skills
• Demonstrated ability to manage multiple projects and competing priorities
• Proficient in Microsoft Office, particularly in Excel
• Growing competency in marketing platforms (experience preferred in WordPress and HubSpot)
• Bachelor’s degree is preferred but not required

Physical Requirements

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle, or feel, and to stand, walk, reach, bend or lift up to 10 pounds.

Reports to: Executive Director, Wheaton College Billy Graham Center

Status: Full-time, Non-Exempt

As a Christ-centered community, Wheaton College faculty and staff must affirm the College’s Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton’s Community Covenant, modeling these commitments for the Christian formation of our students. Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment, which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice, and unity.

Updated: January 2026