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Wabash Employment

Communications and Event Coordinator

Date Posted: 12/15/21

Job title:                                  Communications and Events Coordinator     

Division/department:              Wabash Pastoral Leadership Program (WPDP)

& Early Career Pastoral Leadership Development Initiative (ECPLDI)          

Reporting relationship:           Director of the WPLP/ECPLDI

Location of Job:                       Trippet Hall, Wabash College

Work schedule:                       M-F Approximately 20 hours per week (flexible with                                                            occasional on site early evening hours possible)      

Exemption status:                   Non Exempt               

Payroll status:                         Hourly                        

 

The Wabash Pastoral Leadership Program is funded by Lilly Endowment Inc. to develop leadership capacity of early-career pastors in Indiana congregations. It also coordinates the work of fifteen parallel programs across the country, all funded by Lilly Endowment.  The Communications and Events Coordinator is part of a staff that organizes and implements WPLP and ECPLDI activities, including conferences, workshops, re-granting programs, website, and professional networks. Specifically, the Communications and Events Coordinator manages the logistics surrounding all events, internal computer work, online application processes, database system, electronic evaluations, and program-wide e-mails. The coordinator also oversees promotional and publicity materials, and verifies the financial reports from Wabash College.

Key responsibilities:

  • Collaborate with WPLP staff in orchestrating all meetings, including those held at Wabash College and those held in other locations, and in planning yearly national and international study tours.
    • Format agendas and itineraries for meetings and study tours
    • Negotiate contracts with vendors for lodging, meals, transportation services, and other needs
    • Coordinate details for menus, rooming lists, and meeting logistics with outside vendors, campus vendors, and WPLP staff
    • Collaborate with Wabash College Travel Coordinator to make transportation arrangements for all WPLP and ECPLDI guests for both on-campus and off-campus meetings
    • Coordinate the planning and hosting of the ECPLDI Annual Gathering; an event that may take place “after normal business hours”.  
    • Process all honorarium, stipend, and reimbursement requests for guest speakers, participants, travel and pulpit supply, including tracking appropriate tax documents for all participants and guest speakers and wire transfer of international payments
    • Review billing statements from each vendor for accuracy, resolve discrepancies when needed, and submit vendor invoices to the Wabash College business office
    • Create meeting packets and handouts
    • Assist as digital host during online Zoom meetings and sessions; managing participants, breakout rooms, agenda, screen sharing, sound, and trouble-shooting

  • Provide administrative support to the Director and Associate Director for WPLP and Director of ECPLDI including sending email and making calls as directed, and preparing travel expense reports
  • Reconcile P-Card accounts for Director and Associate Director and prepare monthly expense reports for Wabash College Business Office 
  • Purchase and process incoming program supplies and books
  • Craft office correspondence and communication to WPLP participants, guest speakers, institutions participating in the ECPLDI, and Lilly Endowment
  • Design & process electronic surveys and evaluations
  • Research and order promotional items, including coordinating the artwork and choice of items
  • Organize and maintain administrative files and records
  • Provide first contact for incoming calls and emails to the WPLP and convey the fundamental WPLP disposition of hospitality at all times
  • Oversee and respond to all online nomination and application processes every other year
  • Maintain the program database of current and previous pastor participants, important contacts, previous guest speakers, Early Career Institutions, and judicatory & seminary leaders

 

Qualifications & Skills:

  • Ability to comprehend and track the logistical details present in each event
  • Ability to handle multiple staff and operational demands with a high degree of professionalism, operating often with time sensitive deadlines
  • Ability to operate independently and with a high degree of autonomy requiring excellent time management skills and self-motivation
  • Ability to communicate with faculty in universities, colleges, and seminaries across North America and Europe with professionalism and accuracy
  • Ability to understand contracts related to hotels, caterers, and other vendors, and communicate those arrangements to WPLP staff
  • Ability to organize and manage office files
  • Proficiency in the use and operation of computer systems, especially Word and Excel
  • 5 years or more of office employment and database experience
  • Excellent organizational skills
  • Excellent written and oral communication skills
  • Gains satisfaction from interacting and working with people, confronting challenging problems, and learning new skills.

 

 The position is a full-time appointment at reduced hours but is benefits eligible. If interested, please upload a cover letter, resume, and contact information of three professional references by clicking on “apply now."

Wabash College, a liberal arts college for men, seeks faculty and staff committed to providing quality engagement with students, high levels of academic challenge and support, and meaningful diversity experiences that prepare students for life and leadership in a multicultural global world. We welcome applications from persons of all backgrounds. EOE.

Contact:

Catherine A Metz
Director of Human Resources
Human Resources
Wabash College
P.O. Box 352
Crawfordsville, IN 47933
7653767393
email: metzc@wabash.edu

 

For general questions about the position or the department, contact:

Catherine A Metz
Director of Human Resources
Human Resources
7653767393
email: metzc@wabash.edu

 

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