Logistics Coordinator/Research Assistant – Hybrid

Global Ministries connects The United Methodist Church, its people and congregations to partner with others engaged in God’s global work, which takes place in a variety of settings, countries and cultures. Global Ministries works through missionaries and partners in more than 60 countries around the world. Some of our key programs are in the areas of Disaster Response, Global Health, Hunger & Poverty, Water & Sanitation, Education, Migration, Racial & Ethnic Ministries, Creation Care and Mission, Evangelism & Church Growth.

Job Summary

This position is key to operational and logistical requests to the unit for event services (i.e., meeting, conference, and training), records and mailroom management. Events range from small to large scale (under 300 participants), are both internal and external facing and utilize local office-based spaces (local to headquarter). In collaboration with the senior records role, this position also provides general support to records operation and comply with the organization’s records management and retention policies. As a back-up, this role supports mailroom services. The position will interact on a consistent basis with a range of internal/external customers (unit colleagues, other business partners etc.), vendors, and service providers which requires good organizational and communication skills.

Key Responsibilities:

General Services

• Review and answer requests that come into a general email inbox.
• Perform a variety of planning tasks to plan and execute logistics necessary for meetings, trainings, and various types of special events handled by the unit to deliver good quality service.
• Liaise with catering vendors, staging staff and other parties participating in producing the event. Responsible for vendor selection and contractual arrangements.
• Manage office supply inventory and place purchase requisitions in Great Plains (GP) accounting system.
• Performs other duties as assigned.

Records Management

• Research, scan, create and organize physical paper and digital files and records (i.e., historic, legal, property etc.) into our efiling system and records room.
• Handle confidential and sensitive information in a secure and responsible manner.
• Operate within business systems in place to manage and comply with work requests and tracking.

Mailroom

• Support the mailroom process which requires operating equipment, reviewing and distribution of the mail based on mailroom schedule.

Education and Experience

• Associates with equivalent work experience or bachelor’s degree.
• Three (3) or more years of experience minimum in the areas of logistical and/or project management (in program/event logistics)
• At least three (3) years of experience managing people relationships
• Two – four (2-4) years’ experience working in record-keeping or data entry
• Solid experience collaborating with multiple stakeholders

Competencies, Job Requirements and Other Specialized Knowledge

• Clear interpersonal communications skills and a professional demeanor.
• Excellent customer service and organizational skills.
• Exceptional attention to detail.
• Experience negotiating contracts with vendor and service providers.
• Ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer/organizational priorities.
• Ability to “manage up” and lead others as appropriate.
• Proficiency in MS Office, Word, Excel and the ability to learn software and other technology for inventory, records, mailroom, and communication purposes.
• Certificate/training in records and archives management a plus.

Ideal Candidate

Global Ministries workplace supports 95% of remote employees. This hybrid position requires weekly onsite office work. The candidate must be meticulously organized, with keen attention to detail, energetic, works collaboratively and independently to maximize efficiency.

Work Hours and Conditions

• FLSA Status: F/T Salaried Non-Exempt
• Location: Hybrid
• Hours: 9:00am – 5:00pm (Monday – Friday with flexible start/end time) – Evening and weekend work/meetings as necessary, particularly during peak unit season.
• Sedentary office/computer/keyboarding/meeting work for extended periods of time
• Lifting up to 71 lbs. with assistance from others.
• Travel as required

What We Offer and How To Apply

• Global Ministries offers a competitive benefits package to include medical, dental, vision, retirement plan, HSA/FSA, and other health and welfare benefits.
• Qualified candidates should submit a cover letter and resume, along with a digitally signed employment application through the applicant portal. Applications must highlight competencies against requirements, potential start date and at least three references (2 supervisory references and 1 professional reference).
• We are looking to fill the position as soon as possible, so don’t wait to apply! We will review applications as they are submitted.