Administrative Coordinator

3 months ago

Chicago, United States Apna Ghar Inc Full time
Job DescriptionJob Description

AGENCY OVERVIEW:

Apna Ghar provides critical, comprehensive, culturally competent services, and conducts outreach and advocacy across communities to end gender violence. We aim to empower survivors, engage communities, and elevate gender and racial justice. For more information, please visit www.apnaghar.org and on social media @ApnaGharInc

POSITION SUMMARY:

The Administrative Coordinator will be responsible for ensuring the smooth daily operations of the agency. Along with this the Administrative Coordinator will provide daily support services to the organization, including maintaining vendor relations, invoicing, office upkeep, answering phones and other required and related functions. It is essential to maintain high accuracy and confidentiality, and the ideal candidate will be committed to high standards and produce high quality work. Competence and results for this position will be measured against organizational goals and key performance indicators (KPIs).

RESPONSIBILITIES:

  • Answering phones, and attending to walk-in clients and guests
  • Monitor agency general mailbox
  • Maintain proper communications within agency departments of process changes
  • Open mail, record and communicate appropriately with multiple departments
  • Set up and organize meeting schedules and events for agency staff and other wider agency collaborative meeting
  • Ensure execution of and adherence of organizational administrative policies
  • Maintain and review vendor contracts, agency inventory lists
  • Prepare Payment Request Forms and expense data for vendor payments while adhering to agency processes
  • Maintains and updates agency vendor data online, organize and store files and adherence to purging process
  • Ensure office upkeep process and safety policies are updated, maintained, and adhered to by Staff
  • Maintain agency’s property and liability insurance coverage along with rental units
  • Ordering office supplies and maintaining office mail and equipment’s
  • Assist and prepare new hire onboarding files, set up equipment and online access
  • Volunteer management, including onboarding and training in collaboration with multiple department
  • Provide input into process changes to increase efficiencies
  • Perform other duties as assigned to support Apna Ghar’s mission and goals

PREFERRED QUALIFICATIONS:

  • Bachelor’s degree or higher in Business Administration, Accounting and Finance or related fields; and / or an equivalent mix of experience and education
  • 40-Hour Domestic Violence certification and foundational understanding of gender-based violence; gender issues and cultural competency
  • Ability to work independently with little supervision; possess a self-motivated disposition; ability to identify opportunities for improvement and recommend effective changes required.
  • Ability to multi-task with frequent interruptions required
  • Excellent interpersonal and intercultural communication and presentation skills
  • Excellent organizational, problem solving and analytical skills; detail oriented; focused on accuracy and compliance.
  • Excellent collaboration, teamwork, and teambuilding skills
  • Fluency in a second language preferred
  • Professional demeanor including tact, discretion, confidential treatment of information for both program participants and staff
  • Carry out any additional assignments required to fulfill the mission of the agency

Reporting:

1) Timesheets and Time and Effort Documentation to be submitted based on payroll deadlines
2) Weekly Reports and email updates

3) Program and grant related reports

Computer and Software Skills:

  • Strong skills in Microsoft Office Suite (Word, Excel. PowerPoint)
  • Strong skills in database and systems management
  • Familiarity with analytics and relevant tools

WORK ENVIRONMENT:

  • Accommodation will be made based on ability or other need.
  • This position operates primarily in an office or home office environment, and offsite work is also required for meetings, workshops, advocacy events etc.
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines.
  • The employee may occasionally lift and/or move objects up to 40 pounds
  • Travel between the head office and other locations may be required.

APPLICATION PROCESS:

  • Apna Ghar is an equal opportunity employer and seeks to employ qualified individuals. Apna Ghar does not discriminate against any individual based on that individual’s race, sex, age, religion, color, national origin, ability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, housing status, immigration status or any other non-merit factor protected under state, local or federal laws. Equal Employment Opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfer, termination, and opportunities for training. Apna Ghar is committed to a fair and equitable workplace where everyone is a respected and valued member of the team.

Please send your resume and cover letter to employment@apnaghar.org with the role you are applying for in the subject line.

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