ESpace Coordinator: Part-time

The eSpace Coordinator supports Calvary’s ministry operations by administering eSpace Event Scheduler, maintaining designated eSpace Work Order & Asset Management data and Ministry Platform records, and coordinating campus scheduling and related administrative workflows. This position protects the accuracy of internal and public-facing information and helps ministries plan activities that can be supported by available space, staffing, and resources.

The Coordinator works closely with ministry leaders, support departments, and leadership to resolve scheduling needs, communicate options, and apply established standards with consistency, sound judgment, empathy, and a heart to serve.

Review event and room requests for completeness, availability, required approvals, setup and teardown needs, and resource requirements; maintain accurate bookings, calendar blocks, changes, and supporting notes.

Evaluate the overall campus schedule, ministry priorities, departmental workload, seasonal demands, and staff capacity to determine whether requests can reasonably be supported.

Coordinate event needs with Facilities, Janitorial, Production, Security, the Art Department, SoPo Cafe, Calvary Kids, pastors, the Executive Team, and other stakeholders.

Resolve conflicts, recommend workable alternatives, and communicate request status promptly. Explain limitations or denials graciously, clearly, and consistently, based on operational needs and established standards.

Review upcoming events, follow up on missing information or approvals, and coordinate urgent scheduling changes with affected departments.

Exercise scheduling discretion within delegated authority; obtain required approvals and escalate policy exceptions, uncertain requests, and broader operational concerns to leadership.

Configure and maintain the back end of eSpace Event Scheduler, including database structure, locations, spaces, resources, support services, forms, categories, workflows, approval routing, and system settings. Translate ministry and operational needs into accurate system configurations and troubleshoot issues affecting scheduling, approvals, and data integrity.

Monitor pending requests and approval workflows, follow up on outstanding decisions, and correct or elevate configuration and routing issues that affect timely processing.

Create, update, and remove user accounts and permissions as authorized; periodically review access for alignment with job responsibilities.

Serve as database manager for designated eSpace Work Order & Asset Management functions, maintaining assigned data and consistent naming conventions, categories, locations, and statuses. Provide basic user guidance on work order submission, tracking, and data accuracy.

Train new eSpace Event Scheduler users, develop and maintain training materials, and provide ongoing guidance on submissions, procedures, data standards, and system use.

Periodically review recurring events, records, and system structure for accuracy; update outdated information and address inactive records and inconsistencies. Address recurring issues and recommend improvements to scheduling.

Maintain approved Life Course and Missionary Profile records in Ministry Platform, reviewing information for accuracy, completeness, formatting, and consistency.

Verify that approved Life Course updates populate website ministry cards and related public-facing information correctly, coordinating corrections with the appropriate ministry.

Oversee which events appear on Calvary’s public website calendar and keep published event details accurate, current,…