Events & Hospitality Administrator

The Vineyard Church of Central Illinois; Urbana (IL); On-site; USD 18,000 - 30,000; Part time

Job summary

The Vineyard Church of Central Illinois is seeking individuals to support Hospitality and events at Urbana campus. The role focuses on welcoming guests, coordinating volunteers, and ensuring a warm, organized environment across common areas and services.

You will assist with weekend services, decor for major holidays, weddings, funerals, conferences, and internal events while partnering with ministry teams to create meaningful experiences for attendees and visitors.

Responsibilities

• Assist in creating and managing an inviting environment through personal interactions, customer service, and welcoming spaces.
• Support hospitality for guests, speakers, ministry partners, and visitors, helping create a welcoming environment and ensuring they feel cared for and well supported.
• Assist the Weekend Experience Team with weekend services.
• Assist in atmosphere and efforts in the commons, cafe, main auditorium, and surrounding areas.
• Coordinate decorating efforts for major holidays.
• Manage, in conjunction with the Cafe Manager, the Volunteer Lounge for Sunday services.

Job description

Hospitality

• Assist in creating and managing an inviting environment through personal interactions, customer service, and welcoming spaces.
• Support hospitality for guests, speakers, ministry partners, and visitors, helping create a welcoming environment and ensuring they feel cared for and well supported.
• Assist the Weekend Experience Team with weekend services
• Assist in atmosphere and efforts in the commons, cafe, main auditorium, and surrounding areas
• Coordinate decorating efforts for major holidays
• Manage, in conjunction with the Cafe Manager, the Volunteer Lounge for Sunday services.

Transformation Tuesdays

• Organize and execute Transformation Tuesday logistics including:
• Hospitality and volunteer team recruitment and scheduling
• Room set ups and needs
• Check-in
• Create registration form
• Recruit and schedule volunteers for TT Check-In
• Work with IT on TT check-In setup
• Kitchen crews
• Recruit and schedule volunteers for prep, food service, and clean up
• Other duties as assigned by supervisor

Event Coordination

• External Events
• Coordinate the execution and scheduling of Urbana events, including both internal & external.
• Manage building rentals from inquiry to completion.
• Provide pricing, facility information, and tours.
• Coordinate contracts and payments with the Finance Office and the lessee.
• Assist with event coordination and attend as needed (e.g., external rentals).

Funerals

• Partner with the Operations/Care Pastor for serving people when funerals arise Help to arrange funeral details (date, time, location, attendees).
• Coordinate with staff (production, sound, facilities).
• Work closely with the Operations/Care Pastor and the funeral home director, assist as needed.

Weddings

• Partner with the Operations/Care Pastor for serving people when weddings arise.
• Confirm wedding date and time with the couple + any important details
• Handle the contract and payment for the wedding and the officiant.
• Assist at the wedding as needed.

Internal Events

• Coordinate church and event calendars, working closely with the Communications Team
• Help coordinate & attend events as needed
• Some internal events will need to be attended and supported during the actual event.
• This will be worked out clearly, prior to the event, during the planning process.
• Approval will be confirmed by both overseers

Conference Administration

• Co-labor with conference director(s) and the conference administration team in planning and executing local, regional, and national conferences.
• Assist with conference preparation, including hospitality planning, room setup, decor, signage, registration materials, and other logistical needs prior to the event.
• Be available throughout the conference to support conference director(s) and the administration team with operational and logistical needs, including registration, hospitality, attendee support, and problem-solving as needs arise.
• Help create a welcoming and organized environment so conference directors, speakers, volunteers, and guests are well supported.
• Assist with conference tear-down, resetting church spaces, inventory, and post-event wrap-up after the conference concludes.

Front Desk

• Manage incoming calls, emails, and visitor inquiries, directing people to the appropriate staff member or ministry.
• Welcome guests and create a friendly, helpful first impression for everyone who enters the church.
• Maintain an organized and welcoming front desk area, including receiving deliveries and assisting with general office needs.
• Support pastors and staff with on-call resources and front desk operations.

General Administrative Support (Shared with the Administrative Assistant)

• Provide administrative support to pastors, staff, and ministry leaders as needed.
• Assist in preparing for internal meetings (e.g., Urbana Staff Meetings, All Staff Meetings, Pastors Meetings, Department Leads Meetings, and Executive Team Meetings) as needed, including:
• Room setup
• Meeting materials
• Decor
• Tech coordination
• Food ordering
• Help maintain church records, organizational systems, and shared administrative resources.
• Support church-wide projects and operational needs, demonstrating flexibility as priorities shift.