Administrative Coordinator at Evangelical Covenant Church – CHICAGO, Illinois

Position Summary

The Administrative Coordinator oversees and coordinates the administrative operations of initiatives funded by Lilly Endowment grants under the Serve Clergy mission priority. This role ensures responsive, accurate, and timely administrative support while working proactively and collaboratively with the Director of Pastoral Support and Financial Health and the Director of Vocational and Spiritual Development.

This position is responsible for processing and tracking grant-related financial activity, managing program communications with ECC pastors and constituents, conducting research, preparing reports, and providing comprehensive administrative and logistical support for grant initiatives and related ministry engagements.

Essential Functions

• Demonstrate professionalism, hospitality, and courtesy in all Serve Clergy ministry interactions.

• Collaborate with Marketing & Communications (MarCom) to support development and distribution of marketing materials (brochures, web content, announcements, etc.).

• Manage incoming and outgoing correspondence, including production of the ministerium newsletter including preparation of reports and summaries for internal leadership, ECC constituents, and Lilly Endowment grant reporting requirements.

• Maintain organized electronic and physical filing systems.

• Process vendor payments, reimbursements, and check requests accurately and in a timely manner and track and monitor financial activity related to grant funds.

• Plan and manage logistics for meetings, seminars, training sessions, cohorts, and other ministry events.

• Provide general project support across Serve Clergy initiatives.

• Perform other duties as assigned.

Education and Experience

Required

• Associate degree or equivalent combination of education and experience.

• Experience in an administrative role with significant customer service responsibilities. Flexible and adaptable in changing circumstances.

• Experience supporting multiple staff members simultaneously.

• Proficiency with computer software and office applications.

Preferred

• Bachelor’s degree.

• Experience working in multicultural contexts.

• Experience in a ministry or nonprofit setting.

• Active engagement with the ECC (preferably 1–3 years).

• Experience with financial documentation, grant reporting, and recordkeeping.

Core Competencies and Skills

• Demonstrates discretion and maintains confidentiality at all times.

• Ability to manage multiple priorities and deadlines with composure and efficiency.

• Strong organizational, prioritization, and time-management skills.

• Excellent attention to detail and high level of accuracy in documentation and reporting.

• Skilled in formatting documents and designing forms.

• Excellent interpersonal and communication skills, with the ability to engage diverse backgrounds and constituencies.

• Self-motivated and capable of working independently.

Work Environment and Physical Requirements

• Ability to work effectively in a professional office setting, both in person and virtually.

• Occasional evening and weekend engagements required.