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Administrative Assistant

3 months ago

Chicago, United States Institute For Latino Progress Full time
Job DescriptionJob Description

Administrative Assistant - IDPL (Career Pathways)


COMPANY DESCRIPTION
Instituto del Progreso Latino is a community organization whose mission is to contribute to the fullest development of Latino(a) immigrants and their families through education, training and employment that fosters participation in the changing U.S. society while preserving cultural identity and dignity. Founded in 1977 to help Latino’s learn basic skills, pass the civil service exam and obtain higher paying post office jobs, Instituto has grown to a flourishing educational center serving over 14,000 Chicago families per year.


POSITION DESCRIPTION
The Administrative Assistant reports to the Dean of Career Pathways Community Affairs and is responsible for ensuring the Career Pathways staff members are effectively, efficiently, and timely tracking program outcomes data into Instituto’s Salesforce and all the data tracking systems used by the various department’s grantors. The Administrative Assistant will track the departments programmatic outcomes and the supportive services budget to ensure the grants performance goals are met and the support services funds are expended on timely manner.


ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Monitor the quality of the data tracking by the Career Pathways personnel to ensure the department follows the grantor’s expectations for timely data submission and reporting.
  • Generate monthly reports for all the different program grantors data tracking systems to monitor the timeliness and accuracy of data recorded to ensure the department follows grantor expectations.
  • Coordinate the training of new staff and the ongoing training of current staff in the use of the different data tracking systems of the department.
  • Generate funders’ data tracking systems reports for the Dean of Career Pathways to review personnel performance in data recording and advise on areas of need.
  • Keep track of the department credit card and Amazon expenses to ensure that all expenses submitted for processing are allowed by the grant and budgeted for.
  • Generate and submit the monthly credit card expenses report to finance.
  • Review all the check requests submitted by the personnel to ensure they contain all the backup documents and approved signatures necessary to be processed.
  • Submit all the check requests for the Career Pathways department to finance at the end of each month.
  • Organize and schedule the department’s monthly meetings.
  • Support the Dean of Career Pathways in the timely communication with grantors and other external partnering organizations.
  • Assist the Dean of Career Pathways in the completion of grantor’s programmatic reports.
  • Other duties as assigned.


QUALIFICATIONS

  • A Bachelor’s degree in business or social work, preferred.
  • 1-2 years of experience in grants compliance monitoring and managing budgets.
  • Ability to maintain a high sense of confidentiality.
  • Ability to work with individual of varying cultural backgrounds.
  • Ability to work well on a team, as well as independently, with minimal supervision.
  • Exceptional organization and time management skills.
  • Exceptional customer service attitude and oral and written communication skills.
  • Be fully bilingual, with the ability to communicate in English and Spanish fluently.
  • Proven ability to maintain composure under pressure.
  • Dependability and reliability are a must.
  • Strong project management skills, attention to detail and effective management of multiple projects at one time.
  • Ability to adhere to deadlines and react to unpredictable events and changing circumstances effectively.
  • Attend meetings with the Dean of Career Pathways in-person, once a week.
  • Advanced skills with Microsoft Office, Word, Excel, PowerPoint, and the internet.


The above is intended to describe the general conditions of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.


PHYSICAL DEMANDS
The nature of this work requires the ability to operate standard business office equipment. It also requires the ability to communicate and exchange information, collect, compile, and prepare work documents, as well as set-up and maintain organized work files.


WORKING CONDITIONS
The majority of this work performed is performed remotely. Job duties may require the availability to work extended and nontraditional work hours, as necessary. Attendance to the Institution sponsored events and meetings may also be required.


Instituto del Progreso Latino is an Equal Opportunity Employer