HR Administrative Coordinator

2 weeks ago

Chicago, Illinois, United States Chicago Commons Association Full time

About Us


For over 130 years, Chicago Commons has dedicated itself to empowering individuals, families, and communities to overcome challenges and seize opportunities for growth and success.

We play a vital role in supporting families in their essential function of nurturing a child's development, caring for seniors and vulnerable adults, and strengthening communities. Staying true to our settlement roots, we offer transformative resources to families in underserved areas.

Position Overview


The HR Administrative Coordinator will report directly to the HR Director and provide essential administrative assistance to the Chief People Diversity Officer and HR Director.

This role requires the ability to effectively manage upward and will act as the primary liaison between the HR department and other organizational units.

The HR Administrative Coordinator will collaborate closely with the VP of Talent Acquisition as necessary.

This position involves documenting personnel changes through the HRIS system and preparing communications as directed by the HR Director.

Responsibilities include organizing and overseeing onboarding processes, including orientations and offboarding tasks. This role may require occasional weekend work to support HR-related programs. The HR Administrative Coordinator will handle internal and external inquiries and requests pertaining to the HR department.

Education & Certification Requirements

(To succeed in this role, the individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.)

  • Associate Degree preferred.
  • Minimum of 3 years of relevant HR experience required.
  • Basic understanding of HR protocols.

Experience & Training Requirements

  • Experience with UKG UltiPro is a plus.
  • Ability to cultivate and maintain relationships on behalf of the department.
  • Strong analytical, problem-solving, interpersonal, communication (both written and verbal), and time management skills with exceptional attention to detail.
  • Ability to manage multiple tasks and prioritize effectively to meet deadlines.
  • Capability to prepare and deliver presentations, both in-person and virtually.
  • Ability to handle and safeguard confidential information professionally.
  • Capacity to work independently as well as collaboratively within a team setting.
  • Proficiency in Microsoft Office Suite, with the ability to create presentations and materials demonstrating sound grammar and punctuation.
  • Ability to prioritize tasks and manage workload efficiently.
  • Must possess proficient reading and writing skills in English; bilingual Spanish is an advantage.

Desired Outcomes

  • Demonstrated ability to communicate effectively, promptly, and appropriately with others.
  • Proven capability to plan, organize, and execute responsibilities supporting onboarding functions.
  • Established ability to generate, organize, and maintain filing systems within the HR Department.
  • Proven track record of managing HR mailbox inquiries as the first responder to internal and external email requests.
  • Demonstrated ability to provide requested support to the Chief of People and Equity Officer, along with the VP of Talent Acquisition, HR Strategist, and HR Director.
  • Proven ability to deliver thoughtful and respectful customer service within 24 to 48 hours of all requests.

Essential Job Responsibilities

(These include but are not limited to the following. The company reserves the right to add to, delete, change, or modify the essential duties and responsibilities at any time.)

  • Schedule, organize, and manage New Hire Orientation under the guidance of the HR Director.
  • Respond to the HR email listserv daily, maintaining a high level of customer service to ensure timely resolution of requests.
  • Create and maintain both paper and electronic personnel files for current and terminated staff in accordance with HR compliance guidelines.
  • File all documentation, status forms, and any necessary paperwork including I-9s and background checks, training documents, medical forms, etc.
  • Conduct periodic audits of Forms I-9.
  • Coordinate meetings, pre-screenings, or interviews as required.
  • Input information into the UKG HRIS system.
  • Prepare reports as requested by the Chief People Diversity Officer and HR Director.
  • Create staff identification cards.
  • Provide customer service assistance to staff and departments (via phone, in person, or virtually).
  • Assist HR staff with special projects and assignments.
  • Complete employment verifications and process check requests for daily invoices received.
  • Ensure that HR has necessary supplies, new hire materials, and orientation packets.
  • Remove files of terminated staff and store them in a designated area following HR compliance guidelines.
  • Responsible for sending archived files to storage in accordance with HR compliance guidelines.
  • Assist HR in collaborating with other departments, such as Accounting, Development, Senior Services, Administration, etc.
  • Other duties as assigned.

Physical Requirements:
(The physical demands described here are representative of those that must be met by an employee to successfully perform the job.)

The employee frequently is required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision requirements include the ability to see at close range. The employee will be required to work at varying sites as needed.

Working Conditions:
(The unavoidable, externally imposed conditions under which the work must be performed, which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one's senses, and mental demands.) N/A

Chicago Commons is an equal opportunity employer.

We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law.

In addition, Chicago Commons provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws.

Qualified applicants will be required to complete a successful background and drug screening process upon hire.

  • HR Administrative Coordinator

    2 weeks ago

    Chicago, Illinois, United States Brookdale Senior Living Full time

    Role Overview:As a vital member of the HR team, you will provide essential clerical and administrative assistance to the HR Manager and General Manager. Your contributions will support human resource functions across various regional and divisional levels.Key Responsibilities:- Execute administrative tasks for the HR department, ensuring efficient...

  • HR Administrative Specialist

    2 weeks ago

    Chicago, Illinois, United States Carolina Therapeutic Services Health Full time

    Under the guidance of the Lead HR Generalist, the HR Coordinator will deliver administrative assistance to the Human Resources division, encompassing tasks such as record management, onboarding processes, spreadsheet creation and updates, as well as addressing employee inquiries and concerns. This job description serves to provide clarity to employees,...

  • HR Administrative Specialist

    2 weeks ago

    Chicago, Illinois, United States Carolina Therapeutic Services Full time

    Job OverviewUnder the guidance of the Lead HR Generalist, the HR Coordinator will deliver essential administrative assistance to the Human Resources division. This role encompasses various responsibilities including record management, onboarding processes, spreadsheet creation and updates, as well as addressing employee inquiries and concerns.The job...

  • HR Administrative Coordinator

    1 week ago

    Chicago, Illinois, United States National Louis University Full time

    Human Resources Assistant (30 hours/week)Position OverviewAbout Us: National Louis University has a rich history of over 135 years, rooted in the principles of innovation, accessibility, excellence, and equity. We are dedicated to providing educational opportunities that serve as a catalyst for social and economic advancement. Our community prioritizes...

  • HR Administrative Specialist

    2 weeks ago

    Chicago, Illinois, United States Carolina Therapeutic Services Full time

    Job OverviewUnder the guidance of the Lead HR Generalist, the HR Coordinator will deliver administrative assistance to the Human Resources division. This includes, but is not limited to, maintaining records, facilitating onboarding processes, generating and updating spreadsheets, and addressing employee inquiries and concerns.This position aims to provide...

  • HR Administrative Coordinator

    1 week ago

    Chicago, Illinois, United States National Louis University Full time

    Human Resources Assistant (30 hours/week)Position OverviewAbout Us: National Louis University is a distinguished institution with over 135 years of history, rooted in the principles of innovation, accessibility, excellence, and equity. We are dedicated to providing educational opportunities that serve as a catalyst for social and economic mobility. Our...

  • Administrative Operations Coordinator

    1 week ago

    Chicago, Illinois, United States Proactive Solutions HR Full time

    Job OverviewPosition Title: Operations AssistantEmployment Type: Full-time, onsite 5 days/weekRole Summary: The Operations Assistant is essential in facilitating the operational functions of our CPA firm. The successful candidate will manage data entry responsibilities, engage with clients to guarantee the timely collection of documents, and support the...

  • Administrative Operations Coordinator

    2 weeks ago

    Chicago, Illinois, United States Proactive Solutions HR Full time

    Job DescriptionPosition Title: Operations AssistantJob Type: Full-time, onsite 5 days/weekOverview: The Operations Assistant is essential in facilitating the effective functioning of our CPA firm. The successful candidate will oversee data management tasks, liaise with clients to ensure prompt document submissions, and aid in the electronic filing of tax...

  • HR Administrative Specialist

    1 week ago

    Chicago, Illinois, United States Carolina Therapeutic Services Full time

    Job OverviewThe HR Administrative Specialist will play a vital role in supporting the Human Resources department under the guidance of the Lead HR Generalist. This position involves a variety of administrative tasks aimed at enhancing the efficiency of HR operations.Key Responsibilities:Manage the complete recruitment process, including sourcing candidates,...

  • HR Administrative Coordinator

    2 weeks ago

    Chicago, Illinois, United States National Louis University Full time

    Human Resources Assistant (30 hours/week)Position OverviewAbout Us: National Louis University has a rich history of over 135 years, rooted in the principles of innovation, accessibility, excellence, and equity. We are dedicated to enhancing educational opportunities, viewing education as a vital tool for social and economic advancement. Our community...

  • Administrative Coordinator

    3 days ago

    Chicago, Illinois, United States TEKsystems Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at TEKsystems. As an Administrative Assistant, you will provide critical support to our HR and Internal Audit departments, ensuring seamless day-to-day operations.Key ResponsibilitiesFront Desk ReceptionWelcoming visitors and directing them to the...

  • HR Administrative Specialist

    2 weeks ago

    Chicago, Illinois, United States Carolina Therapeutic Services Health Full time

    Under the guidance of the Lead HR Generalist, the HR Administrative Specialist will deliver essential support to the Human Resources division, encompassing various tasks such as record maintenance, employee onboarding, spreadsheet management, and addressing employee inquiries. This role aims to provide clarity to employees, management, applicants, and...

  • Administrative Operations Coordinator

    2 weeks ago

    Chicago, Illinois, United States Proactive Solutions HR Full time

    Job OverviewPosition: Operations AssistantEmployment Type: Full-time, onsite 5 days/weekRole Summary: The Operations Assistant is essential in enhancing the efficiency of our CPA firm's daily functions. The successful candidate will be tasked with overseeing data entry processes, liaising with clients to guarantee the prompt collection of documents, and...

  • HR Administrative Specialist

    2 weeks ago

    Chicago, Illinois, United States Carolina Therapeutic Services Health Full time

    Under the guidance of the Lead HR Generalist, the HR Administrative Specialist will deliver essential support to the Human Resources division, encompassing tasks such as record management, employee onboarding, spreadsheet creation and updates, as well as addressing employee inquiries and concerns. This role is pivotal in providing clarity to employees,...

  • Administrative Coordinator

    1 week ago

    Chicago, Illinois, United States Mack & Associates, Ltd. Full time

    Administrative Assistant Opportunity at Mack & Associates, Ltd.Mack & Associates, Ltd. is seeking a highly organized and detail-oriented Administrative Assistant to join its team on a temporary basis for approximately three months. This role offers a unique opportunity to contribute to the company's mission and ensure the smooth day-to-day operations of the...

  • Payroll and HR Administrator

    1 week ago

    Chicago, Illinois, United States Northside Imports Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Payroll and HR Administrator to join our team at Northside Imports. As a key member of our HR department, you will be responsible for managing payroll processes, maintaining employee records, and providing administrative support to our accounting team.Key Responsibilities:Process payroll and...

  • Lead HR Specialist

    2 weeks ago

    Chicago, Illinois, United States Quatrro HR Services Full time

    Quatrro HR Services is on the lookout for a dedicated Lead HR Specialist to enhance our mission-driven workforce. This multifaceted role encompasses a wide array of HR functions, including talent acquisition, employee retention, compensation management, benefits administration, and compliance oversight. We seek a proactive individual who is eager to engage...

  • HR Compensation Coordinator

    1 week ago

    Chicago, Illinois, United States TASC Full time

    Job OverviewAbout TASC: TASC is dedicated to supporting individuals involved in the judicial, correctional, and family service systems throughout Illinois. Our mission is to assist these individuals in overcoming their challenges, rebuilding their lives, and establishing positive community connections. At TASC, we are committed to reducing justice system...

  • Payroll and HR Administrator

    1 week ago

    Chicago, Illinois, United States Northside Imports Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Payroll and HR Administrator to join our team at Northside Imports. As a key member of our HR department, you will be responsible for managing payroll processes, maintaining employee records, and providing administrative support to our accounting team.Key ResponsibilitiesManage payroll...

  • Rockit Ranch Productions- Marketing Coordinator

    1 month ago

    Chicago, Illinois, United States RRP - Marketing Coordinator Full time

    Job Title: Marketing CoordinatorLocation: Chicago, IL (Hybrid)Reports To: Director of MarketingGeneral Overview: The Marketing Coordinator will play a crucial role in executing all marketing-related functions for Sunda and Blueprint Underground Cocktail Club. Reporting to the Director of Marketing, this role will encompass a wide range of responsibilities,...