Bexley Seabury: Office Manager & On-Site Events Coordinator (Part-Time)
Bexley Seabury Seminary
Location: Chicago area
Bexley Seabury Seminary operates primarily online, but our community relies on a well-run physical presence to support faculty, staff, and students. We are seeking a dependable, detail-oriented professional to manage our office, coordinate the shipment of materials and equipment, and provide on-site support for the events that bring our community together in person a few times each year.
Position Snapshot
Hours: approximately 10 hours/week on average, with additional hours around on-site events as described below
Pay: $20/hour; travel in the greater Chicago area occasionally required. Mileage reimbursement for travel, other than regular commute to St. James Commons, is available.
Location: must reside in the Chicago area; weekly access to our downtown Chicago office at St. James Commons (65 E Huron St Chicago, Chicago, IL 60611) required, with periodic travel within the greater Chicago area
Schedule: largely flexible and self-directed, with occasional Saturday work (2–4 times/year) and availability required for a late-August weekend
Reports to: Dean of Student and Community Engagement
Start date: Negotiable between October 15 and 30, 2026
About the Role
This role supports the day-to-day operations of a seminary that conducts most of its work online. Routine responsibilities include managing mail and inventory, and ensuring faculty and staff have the materials and equipment they need. Typically five to six times a year, the scope expands to include on-site event support—coordinating hospitality for a class session, managing logistics for Commencement Week (mid-May), or supporting Orientation Weekend (late August). This position suits someone comfortable balancing independent, steady administrative work with concentrated periods of hands-on event coordination.
Weekly & Ongoing Responsibilities
The following form the core of the role in a typical week:
Pick up incoming mail and packages at our downtown Chicago office; sort, log, and forward to the appropriate faculty or staff member as needed
Establish and maintain organization of the office space
Maintain inventory of promotional materials and swag, tracking stock levels and reordering items as necessary
Maintain inventory of IT/AV equipment kept on-site
Ship promotional materials, swag, and IT/AV equipment to faculty and staff for conferences, events, or day-to-day needs
Provide clear instructions and troubleshooting support to faculty and staff shipping materials back to the office
Respond to routine requests related to office resources, shipping, and inventory
Serve as first point of contact for facilities issues at the office, escalating to building management as needed
Send–or make arrangements to send–gifts, flowers, or get-well items on behalf of Bexley Seabury as directed by the Dean of Student and Community Engagement or her designee
Print and mail hard-copy acknowledgments for gifts made to the Seminary as directed by the Dean of Student and Community Engagement or her designee
Other duties as assigned by the Dean of Student and Community Engagement
Tasks That Ebb and Flow Through the Year
The following responsibilities cluster around specific points in the calendar, resulting in busier periods offset by lighter weeks throughout the rest of the year.
After conferences and promotional events (year-round, as scheduled)
Receive and restock returned promotional materials and swag
Reconcile outgoing and returned materials, and update inventory accordingly
Reorder depleted stock
On-site classes (3-5 times per year; typically in January, March or April, June or July, and October or November)
Classes typically take place at St. James Commons/St. James Cathedral in Chicago, IL, with one two-day course scheduled each spring at St. Mark’s Episcopal Church in Evanston, IL. Hours for class support will typically include a few hours at the beginning and end of the course for set up and tear down, but may extend to a few hours for each day of the course (two to five days) depending on course needs.
Coordinate with the building contact to confirm space, schedule, and access
Procure, set up, and clean up snacks and hospitality for the class, accounting for any dietary needs communicated in advance
Set up instructor tech needs, such as a TV cart or other AV equipment
Provide on-site troubleshooting support during class sessions
Restock classroom or hospitality supplies afterward
Commencement Week (mid-May, Tuesday–Friday)
Commencement week typically takes place at St. James Commons/St. James Cathedral in Chicago, IL. Depending on support needs and availability, we anticipate this could range from 5-15 hours in addition to the normal 10 hours for the week.
Serve as building liaison for space scheduling across the week's events
Arrange meals and hospitality, coordinating with vendors and accounting for dietary and accessibility needs
Provide on-site logistical support (setup, materials, technology, and hospitality) throughout the week
Coordinate teardown and return spaces to normal use
Orientation & Formation Weekend (late August, Friday–Monday)
Orientation and Formation Weekend likely will take place at the Loyola University Retreat and Ecology Campus in Woodstock, IL. Lodging, meals, and travel will be covered for the event, with anticipated work hours ranging from 10-20hours in addition to the normal 10 hours for the week.
Same scope as Commencement Week, spanning a weekend—this is the one period of the year requiring weekend availability across all four days
Building liaison duties, meal and hospitality arrangements, and on-site support throughout
Ongoing building liaison duties (as scheduled throughout the year)
Serve as the primary point of contact with building management for scheduling on-site courses, meetings, or events
Coordinate access, room setup, and hospitality logistics for each event booked
Qualifications
Must reside in the Chicago area, with reliable weekly access to our downtown Chicago office and the ability to travel within the greater Chicago area a few times per year
Strong organizational skills and demonstrated ability to manage inventory and logistics independently
Ability to lift and carry boxes of materials or equipment weighing up to 30 lbs
Comfort with basic AV/technology setup
A reliable, self-directed work style suited to a part-time role with general rather than day-to-day supervision
A professional, welcoming presence—this person may serve as the first in-person point of contact for faculty, staff, students, and guests during on-site events
Discretion in handling sensitive mail and materials
Flexibility to work occasional Saturdays and the August Orientation Weekend
Valid driver's license or reliable access to public transit for all on-site locations
Background check required, given regular on-site access and interaction with students
A Note on Schedule
Most weeks offer flexibility in structuring the approximately 10 hours required. This rhythm shifts around on-site classes, Commencement Week in mid-May, and Orientation Weekend in late August, as described above. During these events, the role requires more concentrated, scheduled hours, including occasional Saturday/weekend work.
To apply for this position, please send a cover letter and resume/CV to community@bexleyseabury.edu. We will begin reviewing applications and interviewing candidates on September 23, 2026, though the posting will remain open until the right candidate is found.
Bexley Seabury Seminary does not discriminate on the basis of race, color, national origin or ancestry, age, sex, sexual orientation, gender identity and expression, disability, marital status, pregnancy, genetic information, religion or creed, or veteran or military status.
