Office Administrator – Moody Alumni Association en Moody Bible Institute

Objective

The Office Administrator ensures that the Alumni Association operates smoothly, efficiently, and with genuine care for people. This role combines administration, organization, and hospitality—creating a welcoming and mission-driven environment where details are managed with excellence, alumni feel valued, and the team can do its best work.

We’re seeking someone who finds satisfaction in bringing structure to busy spaces and joy to everyday interactions—someone who values reliability, organization, and care. This person loves the behind-the-scenes work that helps others thrive and takes pride in keeping things running smoothly. Someone who is always looking to step into the gap so that nothing falls through the cracks.

This position is ideal for someone who takes delight in details, finds joy in serving others, and believes that excellence in small things honors the Lord.

Essential Functions 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

• Maintain an organized, clean, and welcoming office atmosphere that reflects the professionalism and stewardship of the Alumni Association’s mission.
• Manage and coordinate daily office functions with the Executive Director to support staff needs and schedules.
• Oversee office supplies, systems, and procedures to ensure operational efficiency.
• Recruit, hire, train, schedule, and supervise three student employees; oversee additional seasonal student teams as needed.
• Provide mentoring and accountability for student workers in professional development and service standards.
• Lead Alumni Association customer service—ensuring prompt, professional, and caring responses to inquiries.
• Manage communication via mail, email, and phone; maintain accurate alumni contact and address data.
• Coordinate alumni campus visits and tours; represent the Association with warmth and hospitality.
• Ensure timely, personal acknowledgment of alumni gifts in partnership with the Executive Director.
• Track and report alumni engagement metrics/KPIs, identifying trends and opportunities.
• Serve as liaison to Donor Services to align on giving and engagement goals.
• Assist with logistics for Alumni Association events (RSVPs, nametags, supplies).
• Support coordination of alumni scholarships, Faculty Travel Endowment Funds, and other projects.
• Support magazine production, social media scheduling, and prayer request organization.
• Provide clerical assistance to the Executive Director, including correspondence and meeting preparation.
• Represent the Alumni Association at key annual events including Candlelight Carols, Founder’s Week, the EAA AirVenture, Missions Conference, Chicago Commencement, and other commencements as requested.
• Perform other duties as assigned by the Executive Director 

Minimum Requirements 

• Bachelor’s Degree
• Emotionally intelligent; innate ability to interact well with others 
• Enjoys administrative systems, organization, and creating a welcoming environment.
• Thrives in a collaborative, service-oriented workplace that values both excellence and kindness.
• Strong written and verbal communication skills
• Ability to listen well, intuit needs, and ask clarifying questions
• High attention to detail for organization and project management   
• Proficient with Microsoft Office suite 
• Problem-solver and decision-maker  
• Independent learner and self-starter; able to delegate and collaborate effectively
• Consistent, dependable, and motivated to contribute long-term to the work and culture of the Alumni Association
• Able to work in the US legally without sponsorship.

Preferred Requirements 

• Graduate of Moody Bible Institute
• Master’s Degree in Christian Ministry field or Management
• Graduate of Moody Theological Seminary
• Two years prior experience in office management and/or student worker oversight

Work Environment/Conditions 

Moody Bible Institute is a Christian-based Higher Education and Media Ministry. We exist to equip people with the Truth of God’s Word. If you are mission-minded, and have a servant’s heart, join us as we look to further impact the Kingdom of God.

This job operates in a professional open office environment in close proximity to co-workers. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position requires the ability to speak clearly and communicate with the public via the phone and in person as well as with staff members. May require occasional travel to assist with Alumni Association events.

This is a full-time position: Monday through Friday with Tuesday, Wednesday and Thursday as mandatory in-office days and some flexibility available for Mondays and Fridays as needed to work remotely with approval. Hours may vary with some weekends, and late hours required based on events.

Additional Information

Moody Bible Institute is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation. Candidates must align with MBI’s Christian identity.  Employees are expected to sign a Statement of Faith and adhere to the Community Standards.

We comply with all applicable laws pertaining to nondiscrimination on the basis of race, color, national origin, sex, age, disability, and any other applicable legally protected category.  As a religious institution, we have the right to, and do, require that employees hold beliefs consistent with our Doctrinal Statement and conduct themselves in a manner consistent with our religious beliefs, as explained in our Community Standards.