Operations Coordinator

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

• Manage financial matters for a variety of Siburt Institute events and initiatives
• Coordinate internal communication for Siburt Institute events and initiatives
• Manage Siburt Institute online tools (e.g. databases mailing lists etc.)
• Provide direct executive assistance to the associate director
• Fulfill other administrative duties as needed by the Siburt Institute and as negotiated with colleagues and supervisor

Other duties may be assigned. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Manage financial matters for a variety of Siburt Institute events and initiatives

• Manage budgets for Siburt events and initiatives
• Create and process contracts payments honoraria and travel reimbursements for contractors and program participants for Siburt events and initiatives
• After events create financial reports for distribution to appropriate persons

Coordinate internal communication for Siburt Institute events and initiatives

• Develop communication plan and strategy for Siburt Institute initiatives and events
• Collaborate with various departments on campus related to email campaigns event registration and coding event registrants in CRM and other ACU systems as appropriate
• Manage content and scheduling of event-related email campaigns

Manage Siburt Institute online tools (e.g. databases mailing lists etc.)

• Develop and manage registrations for Siburt events needing them (e.g. face-to- face events webinars etc.)
• Maintain databases/lists of churches and individuals participating in Siburt events and initiatives
• Partner with Siburt personnel to maintain Siburt files in tools like GoogleDrive Microsoft suite etc.
• Maintain the Siburt Institute online store including processing audio recording orders where needed
• Process chaplaincy endorsement application materials and prepare candidate portfolios for the chaplaincy endorsement steering committee
• Manage online needs for webinars of various kinds (chaplaincy Intersection etc.)
• Coordinate the intake operations of web subscriptions as well as Looking Team and MinistryLink job transition tools

Provide direct executive assistance to the associate director

• Manage travel arrangements and expenses for the associate director
• Maintain appointment schedules and arrange meetings for the associate director as needed

Fulfill other administrative duties as needed by the Siburt Institute and as negotiated with colleagues and supervisor

• Hire train and supervise student employees
• Assist with general office work such as photocopying filing scanning and errands
• Provide professional phone coverage during business hours
• Participate in meetings with other team members that help to inform about and carry out the work of the Institute
• Foster a hospitable professional environment that reflects the values of the institute and the university
• Partner with other Siburt Institute staff to manage some Siburt Institute events and initiatives (e.g. Summit CMI and Selah residencies etc.)
• Attend and support events as needed in accordance with agreements made with the associate director (may include out-of-town travel)
• Manage on-site day-of processes and responsibilities for events as needed.
• Mentor and train team members and volunteers as needed

Skills

• High proficiency in Microsoft Word and Excel required.
• High proficiency in Google Workspace (Calendar Docs Email Forms Sheets) required.
• High-level skills in business writing and editing required. Must exhibit strong abilities in spelling grammar and style.

Training Required

• Ellucian CRM Advance (fundraising and alumni engagement platform)
• Anthology Encompass (registration and event management)
• Smartsheet (project management software)
• Eventbrite (registration and event management)
• Zoom (video communication software)
• SPSS (statistical software)
• Adobe Sign (electronic forms)
• Concur (travel and expense management)
• Banner (internal software)
• Squarespace (website builder)
• TouchNet (online store)

Professional

• Minimum of a bachelors degree preferably in a related field.
• Minimum of two years work experience in a comparable position with at least five years experience preferred.
• Experience in a university setting is a plus.

Personal

• Strong organizational skills and high attention to detail.
• Ability to complete tasks and projects independently and responsibly once trained.
• Ability to multitask and manage competing priorities and timelines.
• Strong verbal and written communication skills.
• Must handle confidential information with discretion and good judgment.
• Friendly demeanor.

• Able to carry boxes or other items weighing 15-20 pounds.
• Able to work extra hours on an as-needed basis. Includes evening weekend and out-of-town travel.
• Able to work at a computer or sit in meetings for hours at a time.
• Must function efficiently and maintain self-control in stressful situations.
• Preference will be given to persons who can drive and possess a good driving record.

ACU does not unlawfully discriminate on the basis of race color age sex disability genetic information national or ethnic origin in employment opportunities in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the universitys financial and physical assets. Therefore Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.