Coordinator, ELCA Youth Gathering Event Logistics and Administration

This is a Full Time job in at Evangelical Lutheran Church in America

Posted On: May 13, 2022

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Job Description

Fully Remote • Remote Worker – N/A • Christian Community and Leadership

About the ELCA 

The Evangelical Lutheran Church in America (ELCA) is one of the largest Christian denominations in the United States, with nearly 3.3 million members in more than 8,900 worshiping communities across the 50 states, Caribbean, and U.S. Virgin Islands. With a vision to live in a world experiencing the difference God’s grace and love in Christ makes for all people and creation, the ELCA strives to be a welcoming, thriving, and connected church that introduces people to Jesus so they can discover community, justice, and love.

The Lutheran Center (national office) is located in Chicago, Illinois. A staff of 400, under the leadership of the Presiding Bishop, serve as administrators, advisors, conveners, partners, and resource people for the ELCA and its ministries. Staff lead the work of national, domestic, and global ministries and programs including Lutheran Disaster Response, ELCA World Hunger, Service & Justice, Christian Community and Leadership, and Innovation.  We are also home to five of our separately incorporated ministries: The Mission Investment Fund of the ELCA, Women of the ELCA, Lutheran Men in Mission, the ELCA Foundation and the ELCA Federal Credit Union.

About the position

Grounded in our purpose and priorities, the home area of Christian Community and Leadership (CCL) helps the ELCA reach and engage new, younger, and more diverse people, welcoming them into the Christian faith. To this end, we will energize and engage our core membership and work with the whole of the ELCA to recruit, develop and deploy the leadership, both lay and rostered, that the church needs to fulfill its purpose of spreading the gospel of Jesus Christ and building the church.

This position, with guidance from the Program Director, ELCA Youth Gathering and in close collaboration with various churchwide functions, is responsible for coordinating functions related to housing, registration, event logistics and administration for the ELCA Youth Gathering.

This is a full-time, regular, exempt, remote position.

 

1. Housing

a. Secure housing contracts for event and pre-event meetings.

b. Assign housing for all participants including volunteers, teams, special guests, and congregations.

c. Coordinate and lead pre-event meetings with host city hotels.

d. Stay informed of industry standards in negotiating and contracting with hotels.

e. Responsible for submitting request for proposals for meetings.

2. Registration

a. Oversee the implementation and use of the Gathering registration system.

b. Work with vendor to make changes to existing system.

c. Manage registration process for congregations, teams, volunteers, partners, and guests.

d. Aid congregational leaders with their registration and or any troubleshooting.

e. Aid in the Gathering’s risk management procedures by running background checks on all team members and volunteers.

f. Run various reports for teams to assist them in their work and planning.

3. Finance and Contracts

a. Oversees processing expense reports for team leaders and volunteers and all invoices.

b. Serve as the subject matter expert in Workday for all Gathering projects.

c. Work with Information Technology team and Office of the Treasurer (accounting) team to manage registration payments.

d. Initiates contracts for team members (independent contractors) and vendors; including all hotel contracts.

e. Ensures payments for all contracts are done in a timely matter.

f. Manage running list of all contracts for the Gathering.

4. Programming

a. Assist Program Director in resourcing and connecting Gathering teams as they create and implement the various program and

logistical aspects/elements of the Gathering.

b. Serve as liaison to 3 Gathering teams.

c. Attends on-site Team Leader planning meetings, the ELCA Youth Gathering and any related post-Gathering events.

5. Networking

a. Develops new and on-going relationships with team leaders, synod youth ministry staff, para-church organizations.

b. Represents the Gathering at various events and meetings.

6. General Gathering Inbox & 800 Number

a. Respond to inquiries submitted to , social media, and by phone.

7. Evaluation (post- Gathering)

a. Create and distribute electronic participant, team, volunteer, and vendor evaluations.

b. Secure 8-15 host sites across the country for in-person evaluation session, creating the questions and format for those

sessions and leading 30-50% of the sessions.

c. Collating information from all forms of evaluation and reporting back to the Program Director and Gathering leadership.

8. Performs other duties as required.

Requirements

1. 3+ years of relevant program coordination and administrative experience; Bachelor’s degree preferred or equivalent combination of education and experience.

2. Experience leading teams of volunteers; planning and execution of a large program or event.

3. Experience using Microsoft Office suite of applications (Outlook, Teams, Excel, Word, PowerPoint); experience using data, financial, granting systems (ECIS, ELCA Grantmaker, Workday); experience managing a budget is a plus; comprehensive knowledge of standard office procedures, strong writing, and research skills.

4. Excellent communication and interpersonal skills; experience conducting trainings is highly desirable; experience with virtual meeting platforms.

5. Excellent organizational and time management skills; aptitude for detail and problem-solving; self-starter, able to function well without supervision and able to manage multiple tasks; ability to make important decisions in the absence of the executives and to see that appropriate follow through occurs.

6. Demonstrated ability to maintain a high level of confidentiality, professionalism, and discretion.

7. Appreciation for the mission, vision, and values of the ELCA; ability to attain a general understanding of Lutheran theology, knowledge of churchwide and home area policies and procedures and general knowledge of the relationship between churchwide, synods and congregations.

Physical Effort

While performing the duties of this job, the employee is regularly required to talk and hear, use hands and fingers to operate a computer and telephone. This position requires sitting for long periods of time. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Travel 

Extensive travel. Travel by air or vehicle as needed for events and related meetings as needed. Valid driver’s license required.

Salary 

Commensurate with qualifications and experience. Minimum: $49,754.

Benefits 

The ELCA offers a competitive benefits package for eligible employees, including employer paid health premiums for employees, health and dependent care FSA’s, a health savings account (HSA) with an employer contribution, life insurance, and a substantial employer contribution to 403b retirement plan (no match required). We also offer a generous paid time-off policy including 11 paid holidays. All benefits commence on your start date.


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