Administrative and Operations Coordinator

Job Description

Job Description

Administrative & Operations Coordinator

DEPT : FULLER EQUIP

HOURS : 40 PER WEEK

FT / PT / TEMP : FULL-TIME

EXEMPT STATUS : NON-EXEMPT

LOCATION : PASADENA, CA (FULL OR PARTIAL REMOTE CONSIDERED)

REPORTS TO : FULLER EQUIP DIRECTOR OF OPERATIONS Brief Description and Background :

At Fuller, our mission is to provide indispensable, formational education to diverse Christian leaders everywhere. FULLER Equip extends this mission by creating scalable, digital, research-based learning experiences that catalyze personal transformation and Kingdom impact around the world.

The Administrative Coordinator plays a vital role in making this mission possible. By supporting day-to-day operations, financial processes, customer service, and events, this position ensures that learners, partners, and Fuller Centers experience seamless support. This is a role for someone who values excellence, enjoys streamlining systems, and thrives on making sure others are set up for success. If you’re energized by details, passionate about hospitality, and eager to contribute to formational education at scale, we’d love to have you on our team.

Essential Functions :

Platform & Project Operations :

Process submitted final assessments from learners who complete Certificate courses, deliver files to the appropriate Center or grader, and maintain organized records.

Create and distribute digital certificates of completion for learners.

Support publication projects by setting up payment links, coupon codes, and subscriptions in collaboration with Centers.

Manage and report on learner registrations, cohort enrollments, and subscription payments.

Process requests for “Credit for Prior Learning” toward Fuller degree programs.

Create Google submission forms, feedback forms and databases for new Certificates when needed.

Work within Asana to receive requests and manage workflows.

Financial :

Coordinate vendor, contractor, and Partner organization payments, including invoices and check requests according to the policies and guidelines outlined by Fuller’s Office of Finance and Accounting.

Process reimbursements for team members and partners.

Maintain organized financial files and records.

Complete monthly credit card reclassifications for Equip, and LFD leadership as needed.

Track and distribute donation information from the Fuller Foundation to Centers.

Monitor incoming payments in Fuller’s Adaptive budget system.

Track partner product sales and manage revenue-sharing distributions on scheduled cycles.

Customer Service :

Develop working knowledge of Equip’s website, product library, and user experience to assist learners effectively.

Respond to customer inquiries within 24 hours, offering warm, solution-focused communication through resolution.

Troubleshoot issues with users directly by phone or Zoom, providing step-by-step support.

Ensure resolution of customer concerns in collaboration with Fuller’s technical team members and departments to solve problems.

Collaborate with technical teams and Centers to resolve issues and improve user experience.

Document recurring customer concerns, providing recommendations and insights to leadership.

Office Administration :

Receive, organize, and track key documents (contracts, MOUs, agreements).

Generate user, sales, and engagement reports from Equip systems for leadership.

Order supplies, manage subscription tools, and ensure resources are current and active.

Support onboarding and transitioning process of staff members by updating team directories and systems.

Schedule meetings and host activities during team virtual gatherings.

Foster a thriving remote team culture by coordinating administrative activities surrounding celebrating birthdays, demonstrating support for significant life events, arranging meal deliveries, ordering professional development resources, and helping coordinate team building.

Provide executive administrative support to Equip and overall Leadership Formation Division (LFD) leadership, including scheduling meetings, arranging hospitality-related needs, and note-taking as requested.

Check the mailroom on campus as needed for checks or other important communication or supply management.

Other administrative and logistical duties, as assigned.

Event Assistance :

Reserve space on campus for meetings and events.

Arrange catering, refreshments, and supplies.

Provide onsite coordination for events when needed, including welcoming guests, arranging catering and refreshments, preparing room set up and take down.

Manage hospitality and travel arrangements for staff and guests.

Knowledge and Skills Required :

Experience : Minimum 2 years in administration, customer service, and / or event support roles.

Attention to detail : Strong commitment to accuracy, organization, and meeting deadlines.

Problem-solving : Self-starter with initiative to diagnose issues, create solutions, and follow through until resolution.

Communication : Excellent written and verbal skills; able to convey clarity, warmth, and professionalism in all interactions.

Customer service mindset : Empathy and hospitality in supporting learners, partners, and colleagues.

Technical aptitude : Comfortable learning and working within software systems, with the ability to troubleshoot user issues and map user journeys.

Collaboration : Able to work independently while contributing effectively within a team.

Adaptability : Thrives in evolving systems and processes, contributing to the development of new workflows and resources.

Technology proficiency : Competent in Microsoft Office Suite, Google Workspace, and web-based platforms; willingness to learn systems such as HubSpot, Stripe, ZenDesk, Asana, Qualtrics, and Amplitude.

Product knowledge : Ability to learn Equip’s offerings and guide customers toward resources that meet their needs.

Preferred Qualifications :

Experience in higher education, nonprofit, or faith-based organizations.

Familiarity with customer service platforms (e.g. ZenDesk), CRM systems (e.g., HubSpot), or e-commerce / payment platforms (e.g., Stripe).

Bilingual in Spanish and English a plus, with the ability to provide customer service and communication in both languages.

Strong understanding of digital learning platforms or online education environments.

Additional Remarks :

Must be willing to abide by Fuller Community Standards

This is a hybrid position that requires some work to be done from our Pasadena, CA campus

Please include a cover letter with your application

Pay Scale :

Hourly rate the seminary expects to pay : $22.00 - $25.00 per hour USD

Fuller Theological Seminary is an Equal Employment Opportunity / Affirmative Action employer. To the extent required by law, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status. As a religious institution, Fuller Theological Seminary is permitted and reserves the right to prefer employees or prospective employees for certain positions on the basis of religion. All positions must agree to Fuller's Community Standards for conduct, and certain positions must fully accept Fuller's Statement of Faith. Women and minorities strongly encouraged to apply.