eSpace Coordinator: Part-time

The eSpace Coordinator supports Calvary’s ministry operations by administering eSpace Event Scheduler, maintaining designated eSpace Work Order & Asset Management data and Ministry Platform records, and coordinating campus scheduling and related administrative workflows. This position protects the accuracy of internal and public-facing information and helps ministries plan activities that can be supported by available space, staffing, and resources.

The Coordinator works closely with ministry leaders, support departments, and leadership to resolve scheduling needs, communicate options, and apply established standards with consistency, sound judgment, empathy, and a heart to serve.

Essential Duties and Responsibilities

Event Scheduling and Operational Coordination

Review event and room requests for completeness, availability, required approvals, setup and teardown needs, and resource requirements; maintain accurate bookings, calendar blocks, changes, and supporting notes.

Evaluate the overall campus schedule, ministry priorities, departmental workload, seasonal demands, and staff capacity to determine whether requests can reasonably be supported.

Coordinate event needs with Facilities, Janitorial, Production, Security, the Art Department, SoPo Cafe, Calvary Kids, pastors, the Executive Team, and other stakeholders.

Resolve conflicts, recommend workable alternatives, and communicate request status promptly. Explain limitations or denials graciously, clearly, and consistently, based on operational needs and established standards.

Review upcoming events, follow up on missing information or approvals, and coordinate urgent scheduling changes with affected departments.

Exercise scheduling discretion within delegated authority; obtain required approvals and escalate policy exceptions, uncertain requests, and broader operational concerns to leadership.

System Administration, Data Integrity, and Training

Configure and maintain the back end of eSpace Event Scheduler, including database structure, locations, spaces, resources, support services, forms, categories, workflows, approval routing, and system settings. Translate ministry and operational needs into accurate system configurations and troubleshoot issues affecting scheduling, approvals, and data integrity.

Monitor pending requests and approval workflows, follow up on outstanding decisions, and correct or escalate configuration and routing issues that affect timely processing.

Create, update, and remove user accounts and permissions as authorized; periodically review access for alignment with job responsibilities.

Serve as database manager for designated eSpace Work Order & Asset Management functions, maintaining assigned data and consistent naming conventions, categories, locations, and statuses. Provide basic user guidance on work order submission, tracking, and data accuracy.

Train new eSpace Event Scheduler users, develop and maintain training materials, and provide ongoing guidance on submissions, procedures, data standards, and system use.

Periodically review recurring events, records, and system structure for accuracy; update outdated information and address inactive records and inconsistencies. Address recurring issues and recommend improvements to scheduling.

Ministry Records and Public Information

Maintain approved Life Course and Missionary Profile records in Ministry Platform, reviewing information for accuracy, completeness, formatting, and consistency.

Verify that approved Life Course updates populate website ministry cards and related public-facing information correctly, coordinating corrections with the appropriate ministry.

Oversee which events appear on Calvary’s public website calendar and keep published event details accurate, current, and consistent with established standards.

Review the weekly worship folder for accurate dates, names, event details, and service information; make authorized corrections or coordinate revisions before distribution.

Facility Use and Memorial Scheduling

Prepare contracts, facility use agreements, memorandums of understanding, and related documents for approved outside use and approved employee use of campus property, using approved templates and terms. Ensure agreements accurately reflect approved dates, times, locations, fees, responsibilities, and conditions of use.

Coordinate agreement review and signatures; request, track, and retain required Certificates of Liability Insurance and follow up on missing or deficient documentation before use is finalized.

Identify and offer available dates for memorials and funerals only after confirming room availability and operational support with Production and Janitorial, accounting for campus activity, setup and teardown needs, and staffing capacity.

Communicate scheduling options and confirmed details with sensitivity and professionalism; maintain accurate records and supporting documentation.

Ministry Program Coordination and Reporting

Serve as liaison for college modules, coordinating space, schedules, registration requests in Ministry Platform, promotion scheduling, and artwork requests.

Coordinate scheduling, promotion, and resource requests for book sales and signings through eSpace Event Scheduler.

Build ad hoc reports and compile accurate departmental data, including information for the annual board report.

Maintain organized records of approvals, agreements, insurance documentation, significant communications, training materials, and reports; perform other related duties as assigned.

Qualifications and Competencies

Experience in administrative coordination, event scheduling, database administration, or a related function; church or ministry experience preferred.

Experience with database administration and back-end system configuration is required, including configuring forms, workflows, permissions, and approval logic. Proficiency with scheduling systems and standard office applications is required; experience with eSpace and Ministry Platform is preferred.

Strong organizational skills, attention to detail, proofreading ability, and accuracy in data entry and reporting.

Ability to manage competing priorities, meet deadlines, resolve scheduling conflicts, and assess the impact of decisions across departments.

Clear written and verbal communication; ability to train users and explain decisions with courtesy, empathy, diplomacy, and a service-minded approach.

Sound judgment, discretion with sensitive information, and the ability to work independently within assigned authority while collaborating effectively with others.

Commitment to Calvary’s mission, Statement of Faith, and established policies; active attendance at Calvary consistent with staff requirements.