Institute and Events Coordinator

Position: Institute Support and Events Coordinator
Job Description

Institute Support & Events Coordinator

Wheaton College Billy Graham Center (WCBGC)

Job Overview

The Institute Support and Events Coordinator provide execution-focused administrative and logistical support for the Evangelism Institutes of the Wheaton College Billy Graham Center. The role works under the direction of the Operations Manager, and ensures reliable follow-through, accurate documentation, and smooth execution of cohort operations and institute events.

This position supports the Director of Evangelism and multiple Institutes (CEI, AACEI, RCI, and PI) through clearly defined processes and agreed-upon priorities. The role is designed for a highly organized professional who excels at coordination and execution while managing competing deadlines with clarity and care. This is a full time positions and pays $25-$26/hr.

Administrative & Institute Support

• Provide defined administrative support to the Director of Evangelism, including scheduling, meeting preparation, and document support, within established priorities.
• Provide administrative support to the Evangelism Institutes (CEI, AACEI, RCI, PI) under the direction of the Operations Manager.
• Provide end to end administrative support with coach contracts.

This role does not function as a full executive assistant and does not provide unlimited ad hoc administrative support.

Finance Coordination

• Input new supplier requests and work with partners to ensure that they have been successfully added into the procurement system.
• Collect, organize, and submit documentation related to coaching fees, speaker fees, other contractors, reimbursements, and P-card transactions.
• Support budget tracking and reconciliation activities as directed by the Operations Manager.

Event & Retreat Coordination (Execution-Focused)

• Manage and execute registration, communication, materials preparation, travel coordination, on-site support, and event follow-up in partnership with the Operations Manager and Directors.
• Maintain detailed timelines, task lists, and logistics trackers.
• Travel to and provide on-site support for events to ensure smooth execution and hospitable participant experience.

Event leadership, budgeting, and high-level planning are owned by the Operations Manager in collaboration with Institute leadership.

Cohort & Participant Coordination

• Support cohort onboarding, communications, and coordination under the direction of the Operations Manager.
• Assist with platform access (Circle), session preparation, materials distribution, attendance tracking, and associated follow-up needs for all users.
• Maintain accurate data in Circle, Hub Spot, and related systems alongside the Operations Manager.

Qualifications & Competencies

• Minimum of 3 years of experience in administrative support, operations coordination, or event support.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines in a dynamic environment.
• Comfort coordinating financial documentation and systems.
• Demonstrated ability to work collaboratively within a cross-functional, hybrid working, faith-based team.
• Proficiency in Microsoft Office, Zoom, and tools such as Hub Spot, Asana, Circle, or Canva.

Faith Qualifications

• Affirmation of the Wheaton College Statement of Faith as a faithful expression of one's own theological convictions
• Affirmation of the biblical standards for Christian character and God-honoring behavior described throughout the Wheaton College Community Covenant, and promise to adhere to them in personal practice
• Support of the Wheaton College Christ-Centered Diversity Commitment, the Gender Equity Vision Statement, and the College's Convictions on Human Sexuality. These commitments can be found on the Wheaton College website.

Preferred Attributes

• Experience working in higher education, ministry, or nonprofit settings.
• Familiarity with cohort-based programs or adult learning environments.
• Experience supporting events, retreats, or conferences.
• Demonstrated initiative, discretion, adaptability, and commitment to servant leadership.

Reports to: Operations Manager

Status: Full-time, Non-exempt

This role requires travel 2-3 times per year and occasional evening availability.