Administrative Coordinator for the Sun-Walking Fellowship

Louisville Seminary; Louisville (KY); On-site; USD 30,000 - 40,000; Part time

Job summary

Louisville Seminary is seeking a part-time Administrative Coordinator for the Sun-Walking Fellowship. In this role, you will provide direct support to the Project Director and Artistic Coordinator, handling tasks such as scheduling, event coordination, and maintaining participant databases.

The ideal candidate should have at least 3 years of administrative experience, proficiency in office management software, and strong interpersonal skills. This role is integral to the success of our events and requires flexibility, attention to detail, and the ability to work independently.

Qualifications

• At least 3 years of administrative assistant experience.
• Proficient with Microsoft Office, particularly Excel and Word.
• Strong communication skills.

Responsibilities

• Maintain databases and correspondence for the project.
• Schedule and coordinate meetings with project participants.
• Assist with event planning and logistics.

Skills

Proficiency in Microsoft Office

Excellent interpersonal skills

Ability to handle large volumes of work

Education

High school diploma and two years of college

Tools

Adobe Suite Software

CANVA

Microsoft OneDrive and Teams

Job description

Administrative Coordinator for the Sun-Walking Fellowship

ORGANIZATIONAL RELATIONSHIP

Reports to: Project Director for the Sun-Walking Fellowship at Louisville Seminary

This is a part-time position.

POSITION DESCRIPTION

The Administrative Coordinator for the Sun-Walking Fellowship provides direct support to the Project Director and Artistic Coordinator of the Sun-Walking Fellowship at Louisville Presbyterian Theological Seminary, including maintaining databases and correspondence, scheduling, travel and accommodations, event coordination, and helping to create materials for the project.

RESPONSIBILITIES:

General

• Prepare, distribute, document, and file correspondence.
• Maintain databases of participants, applicants, vendors, artists, and collaborators.
• Receive and direct telephone callers.
• Maintain and track budgets and process billing and payments.
• Maintain a planning calendar for the Project Director and Assistant Director.
• Schedule and coordinate meetings with seminary offices and project participants.

Event Support

• Coordinate and communicate with other offices, supervisors, committees, and other seminary personnel responsible for events, including assisting Project Director and Artistic Coordinator with pre-event planning, calendaring, budgeting, and logistics.
• Reserve all necessary facilities for the events, including rooming for guests, speakers, participants, as well as event locations.
• Serve as logistical point-person for speakers, guests, and participants.
• Assist participants with transportation arrangements.
• Arrange necessary catering and A/V needs.
• Handle and track registration for events.
• Work closely with Project Director and Artistic Coordinator and the Communications Office regarding marketing, printed materials, and the Sun-Walking Fellowship website.
• Obtain and supervise volunteers for events.
• Be on-site for events, which will include evenings and weekends.
• Help to track evaluations and feedback.

QUALIFICATIONS AND DESIRED QUALITIES

• At least 3 years administrative assistant experience. Every 30 hours of college work or additional related education may be substituted for one year of experience.
• High school diploma and two years college or business school or equivalent.
• Proficiency in basic office management operations.
• Proficiency with Microsoft Office or like suite software, particularly Excel and Word.
• Proficiency with programs like CANVA, Adobe Suite Software, and Microsoft OneDrive and Teams and/or Google Drive.
• Ability to handle a large volume and a great variety of work in an accurate and timely manner and be receptive to changing responsibilities and new challenges.
• Excellent interpersonal and communication skills.
• Ability to work independently, to be detail-oriented, and accurate.
• Ability to appropriately handle confidential information and material.

Louisville Seminary is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, national origin, age, veteran status, or disability.