Director of Operations, EfM

Primary Function:

The Director of Operations supports the Executive Director in all aspects of Education for Ministry’s program operations, ensuring the effective coordination, communication, and execution of both day-to-day and long-range operational activities.

This role serves as the central point of contact for operational needs and incoming concerns, exercising sound judgment to assess issues and direct them appropriately. The Director of Operations enables collaboration across departments, dioceses, and university partners while ensuring the smooth delivery of EfM’s formation and training programs with consistency, excellence, and pastoral sensitivity.

This position receives general supervision. Broad instructions are provided, and the staff member uses judgment and experience to carry out assignments. Completed assignments and finished products are reviewed by the supervisor after completion.

• Career Band: 2C
• Salary

Typical Duties & Responsibilities:

• Support the Executive Director in the overall management of EfM program operations.

• Serve as the initial point of contact for operational questions and concerns, resolving routine matters and routing complex issues appropriately.

• Exercise independent judgment to relieve the Executive Director of administrative and operational details.

• Identify operational challenges and recommend process improvements to enhance program effectiveness and participant experience.

• Represent the Executive Director at University meetings and events as appropriate.

• Coordinate schedules, calendars, travel arrangements, and appointments.

• Support committees and working groups through meeting coordination, preparation of materials, and logistical arrangements.

In collaboration with the Director of Ministry Empowerment, Assistant Director for Training, and Diocesan Relations Coordinator:

• Coordinate the planning and logistics of EfM training events, including:

  • On-site diocesan trainings

  • On-campus (Sewanee) events

  • Online and hybrid offerings

• Oversee logistical details including:

  • Lodging, meals, and room assignments

  • Travel arrangements for trainers and leaders

  • Meeting space reservations

  • Invitations and registration coordination

  • Preparation and distribution of materials

• Negotiate vendor and catering contracts as needed.

• Maintain master schedules of events and attendees.

• Monitor communication flow in advance of training events.

• Serve as primary contact and on-site troubleshooter during events.

• Maintain and update training calendars on the EfM website.

• Coordinate EfM Immersion Day logistics in partnership with training leadership.

• Oversee publication, preparation, and supply of training materials.

• Maintain extensive contact with dioceses, trainers, mentors, coordinators, alumni/ae, and university partners.

• Communicate clearly and consistently with internal and external stakeholders.

• Apply EfM policies and procedures with discretion, consistency, and pastoral sensitivity.

• Monitor and maintain EfM-related email accounts.

• Prepare alumni/ae communications and monitor Alumni Association payments.

• Provide customer service related to materials orders and accounts receivable/payable inquiries.

• Submit orders to the fulfillment center and track inventory usage.

• Maintain inventory of EfM learning materials and office supplies.

• Calculate unit costs, forecast usage, and determine reorder timing.

• Perform annual physical inventory and track newly acquired materials.

• Maintain records of materials sent to groups by scanning and indexing book orders.

• Serve as primary liaison with the fulfillment company.

• Manage assignment and shipment of EfM promotional displays.

• Provide technical support to staff in the use of computers, phones, and email.

• Supervise and train student workers.

• Maintain and update the EfM website, including:

  • National and Sewanee training schedules

  • Coordinator and trainer resources

  • Learner forms and information

  • Staff information

• Strong organizational and project management skills

• Ability to manage multiple concurrent events and deadlines

• Excellent communication and interpersonal abilities

• Sound judgment and problem-solving skills

• Attention to detail and operational precision

• Ability to collaborate across ecclesial and university contexts

• Pastoral sensitivity in policy application and stakeholder engagement

• Vendor and contract coordination experience

The Director of Operations reports directly to the Executive Director of Education for Ministry and works closely with EfM staff, diocesan leaders, trainers, and university partners.

Judgement Required:

Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Machines & Equipment Used:

PC, Canon Copier, fax, scanner

Student Contact:

Learners Contact, frequently answering questions, providing information

Internal(Operations Committee, Faculty, Administrative department heads)

Daily interaction with EfM, seminary, and programs center staff, student workers; frequent interaction with dining and catering services staff; frequent interaction with EfM mentors, students, and trainers

External(Regents & Trustees, government officials or agencies, visitors, parents, other institutions, colleges, or companies, suppliers)

Daily interaction with visitors and the general public by telephone and email; frequent interaction with promotional suppliers, local restaurant staff

Experience: