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Division Coordinator II

3 months ago

Chicago, Illinois, United States Heartland Human Care Services Full time
Job DescriptionJob Description

Title: Division Coordinator II

Location: Chicago, IL - HYBRID

Schedule: Monday - Friday (8:30 am - 5:00 pm)

Summary:

Are you detail-oriented and passionate about supporting safety initiatives? We are looking for a dedicated Division Coordinator to provide high-level administrative and logistical support to our Managing Director, directors, associate directors, and managers

As the Division Coordinator, you will perform a broad range of administrative tasks in support of our safety initiatives, ensuring the smooth operation of programs and activities. You will assist in the administration of programs, including records and data management, participant travel coordination, and background checks for potential participants and/or participant sponsors. Your role will be critical in supporting the overall success of our safety initiatives, and you will be expected to report to and perform assigned service-related duties at program sites as needed, including during influxes in census, staffing shortages, emergencies, and trainings. If you are a proactive and organized professional looking to make a difference in safety initiatives, we want to hear from you

Why Join Us:

  • Make a Difference: Be a part of an organization that is deeply committed to creating positive change in the lives of individuals and communities.
  • Professional Growth: Take on a leadership role where you can develop and implement asset management systems, supervise a dedicated team, and contribute to ongoing education initiatives.
  • Comprehensive Benefits: Enjoy a range of benefits, including medical, dental, vision insurance, 401(k) match, paid maternity and paternity leave, commuter benefits, student loan assistance, and more.

Our Benefits:

  • Medical insurance.
  • Dental insurance.
  • Vision insurance.
  • 401(k) match.
  • Paid maternity leave.
  • Paid paternity leave.
  • Commuter benefits.
  • Student loan assistance.
  • Tuition assistance.
  • Disability insurance

Essential Functions:

Duties & Responsibilities

  • Provide general administrative support to SAFEty Initiatives' Community-based programs and serve as an administrative and records/data management support to the Director and/or Managing Director, and/or to Senior Directors of Safety Initiatives.
  • Manage and maintain division-wide databases in areas such as employee training, file compliance, financial transactions and general program inventory and establish procedures for processing data and to support updating related information.
  • Input, update and analyze data entered in HHCS's Case Management Systems (CMS) and provide training and technical assistance to CMS users.
  • Assist the Program Director with monitoring and providing weekly, monthly, or quarterly data as needed to help inform program development.
  • Coordinates and performs specialized data processing tasks for the division of YRS, as defined by division needs and contractual requirements.
  • Assist in maintaining the division's inventory, including receiving and distribution, and ordering additional inventory in a timely manner.
  • Assist with reconciling financial items and with processing invoices and EBE's for the division and prepare and monitor expense reports, credit card detail and contract billings.
  • Prepare records, contracts for signature or submission, and other documentation and ensure the appropriate filing and distribution of such data. Develop forms, as needed, and establishes procedures for processing data and information. Maintain confidentiality of all documents and other information.
  • Evaluates the Post Release Services case referral as Level 1 or Level 2 based on the parameters set by the program, which may include screening for victimization, including domestic violence, sexual violence, and human trafficking
  • Coordinates with Regional Managers and Case Managers to ascertain capacity for Level 1 and Level 2 cases prior to intake and case acceptance
  • Collects intake level data from the UC Portal necessary for data entry into CMS
  • Ensure Personnel files are in compliance with agency, funder and state licensing through regular audits. Communicate with employees and managers to ensure that missing or expired items are submitted in a timely manner.
  • Responsible for Employment related processes such as reference checks, employment related paperwork and data entry.
  • Assist in running background checks on potential participants and/or participant sponsors, caregivers and household members, including scheduling appointments, ensuring paperwork is complete, and ensuring timely submission of related documents.
  • Assemble packages for new participants in a timely manner and assist in organizing the division's inventory and in keeping the storage areas safe and clean.
  • Assist in receiving of inventory deliveries and in transporting inventory to designated storage areas.
  • Performs non-specialized tasks as needed including but not limited to word processing, filing, photocopying, screening in-coming calls and visitors/clients and directing correspondence in accord with organizational standards and division guidelines.
  • Establish and maintain relationships with goods and services vendors and act as point person for external parties.
  • Maintains and appropriate professional demeanor and cultural understanding towards co-workers, visitors, clients, supervisors and other non-personnel.
  • May occasionally work directly with participants in a general capacity at the program sites.
  • May be required to transport participants and to ensure timely delivery of food and or supplies to other destinations, which may include driving an agency vehicle.

Education and Experience:

  • High school diploma or equivalent and three years of related experience, or equivalent combination of education and experience.

Knowledge/Skills/Abilities (K/S/A):

  • Language Skills: Fluency in a second language may be required. Excellent verbal and written communication skills. Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
  • Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  • Demonstrated computer proficiency, including word processing, spreadsheet and database software. A familiarity with or understanding of program-specific terminology (i.e., mental health and addictions) may be required.

Competencies:

  • Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.
  • Quantity - Meets productivity standards; Strives to increase productivity.
  • Technical Competency – Demonstrates proficient technical skills and capacity to develop.
  • Customer Service - Responds to requests for service and assistance; Meets commitments.
  • Ethics and Accountability – Adheres to organizational ethics and confidentiality standards.
  • Interpersonal Skills - Maintains confidentiality; Listens to others without interrupting.
  • Teamwork - Contributes to building a positive team spirit; Supports everyone's efforts to succeed.
  • Attendance and Punctuality - Is consistently at work and on time.
  • Dependability - Follows instructions, responds to management direction.
  • Initiative - Volunteers readily; Asks for and offers help when needed.
  • Diversity – Demonstrated cultural competence and ability to work with diverse populations.

Work Arrangement:

This role is eligible for a "remote" work arrangement. In-person meetings may be required on a regular basis (monthly, quarterly, etc.). If working remotely, access to a private and quiet space is required. There is also availability to work from office work spaces as needed.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to sit and talk or hear.
  • The employee is frequently required to use hands to key, finger, handle, or feel and reach with hands and arms.
  • The employee is occasionally required to stand and walk.
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, ability to adjust focus, and visually monitor program participants.

Equal Opportunity Employer Statement

Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.