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Division Coordinator Ii
4 months ago
**Title**: Division Coordinator II
**Location**:Chicago, IL - HYBRID
**Schedule**:Monday - Friday (8:30 am - 5:00 pm)
**Summary**:
- This position performs a broad range of administrative tasks in support of the SAFEty Initiatives and provides high-level administrative and logístical support to the division’s Managing Director, directors, associate directors and managers. The Division Coordinator will assist in the administration of SAFEty Initiatives programs and activities such as, records and data management, participant travel, and background checks for potential participants and/or participant sponsors, among others.As part of SAFEty Initiatives, this position will be counted on and included in providing services to participants at the program sites and will assist the programs in every aspect of programming operations. The individual in this position is expected to report to and perform assigned service-related duties at the program sites for all relevant reasons including influxes in the census, staffing shortages, emergencies and trainings, among others.**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 org
