Administrative Coordinator

1 week ago

Chicago, Illinois, United States NEW LIFE CENTERS OF CHICAGOLAND NFP Full time
Job Overview

Position Summary

The role of the Office Operations Supervisor is a full-time position, requiring 40 hours per week. This position involves key administrative responsibilities that encompass the coordination and logistics of scheduling activities and events, ensuring that programming schedules and calendars are current, managing office supply inventory, connecting guests and program participants with the appropriate staff, and providing support for off-site programming as necessary. Local travel may be required, with reimbursement available. Compensation will be based on experience. This role is conducted in-person.

Key Responsibilities

  • Maintain a tidy and secure office environment.
  • Procure office supplies as necessary.
  • Assist in acquiring program supplies as needed.
  • Coordinate transportation logistics for program events, meetings, and training sessions.
  • Oversee the setup and breakdown of spaces for meetings, trainings, and events as requested.
  • Manage the mileage reimbursement process for organizational vehicles.
  • Respond promptly to transportation and room reservation requests.
  • Ensure all organizational vehicles are well-maintained and coordinate maintenance schedules.
  • Delegate vehicle maintenance responsibilities to appropriate personnel.
  • Manage the distribution and reporting of program tickets to relevant funders.
  • Assist the Executive Director with credit card reporting.
  • Provide accurate communications to partners as necessary.
  • Facilitate resource information and cross-site operational communications with supervisors.
  • Foster a welcoming atmosphere and demonstrate hospitality to guests.
  • Handle incoming phone calls and faxes, directing inquiries to the appropriate staff.
  • Support the Development team with administrative tasks for events, including the annual 5k.
  • Assist with registration processes for local leagues.
  • Collaborate with the Volunteer Coordinator on volunteer background checks.
  • Work with the team to identify safety concerns and develop long-term safety plans.
  • Maintain accuracy in budget tracking and ensure team expenditures align with targets.
  • Participate in required evaluations and audits.
  • Exemplify the values of New Life Centers.
  • Attend mandatory meetings and training sessions.
  • Perform other duties as assigned by the supervisor.

Qualifications

  • Certification as a Mandated Reporter is required; training will be provided.
  • A successful background check is mandatory, with no pending cases.
  • Must pass checks for Child Abuse and Neglect Tracking System.
  • Must pass a National Sex Offender Registry background check.
  • A working phone and phone number are required.
  • At least one year of experience in human services or hospitality is preferred.
  • Demonstrated cross-cultural competency.
  • Effective written and verbal communication skills are essential.
  • Proficiency in Microsoft Word and Excel is required.
  • Willingness to be trained and proficiently use relevant databases and information tracking systems.
  • Confidentiality regarding participant, staff, and volunteer information is a must.
  • Ability to establish and maintain effective working relationships.
  • A valid Illinois driver's license, insurance, a good driving record, and access to a vehicle are required, subject to a driving background check.
  • Bilingual in English and Spanish is preferred but not mandatory.

Application Process

Interested candidates should submit the following materials:

  • A cover letter detailing relevant experience and interest in the position.
  • A current resume.
  • A list of three references with contact information, including at least two professional references.
  • If applicable, please mention any New Life Centers staff member who referred you to this position.

New Life Centers is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics. We comply with all applicable federal, state, and local laws governing nondiscrimination in employment.

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