Operations Coordinator

3 weeks ago

Chicago, Illinois, United States Illinois Network of Charter Schools Full time

Job Title: Operations Coordinator

We are seeking a highly organized and proactive Operations Coordinator to support our office and Executive team at the Illinois Network of Charter Schools. The ideal candidate will possess excellent communication skills, a strong commitment to confidentiality and discretion, and a deep understanding of our mission to improve public education for all students.

Key Responsibilities:

  • Provide high-level administrative support to the Chief Program & Operations Officer, including managing calendars, scheduling meetings, and preparing for key presentations and events.
  • Support C-level members with filing, recordkeeping, scheduling, meeting prep, and basic internet research as needed.
  • Maintain related credit card expenses of Chief Program & Operations Officer for the credit card reconciliation process; support Senior Manager of Finance & Operations with simple budget tracking of expenses such as for organizational events.
  • Responsible for day-to-day office operations tasks including but not limited to processing ingoing and outgoing mail and packages; greeting visitors; answering phone, routing calls, and taking messages; making copies; managing inventory and stocking of kitchen and supplies; maintain an organized and clean working environment.
  • Ensure proper functioning of office equipment and related supplies (e.g., copier/printer, postage meter, water); request servicing as needed with goal of minimizing disruption to office operations.
  • Coordinate and prepare materials for executive meetings, including agendas, presentations, and reports.
  • Maintain a central calendar of standard meetings which includes an events calendar and promote a more streamlined approach with scheduling meetings across the organization.
  • Prepare onboarding materials for new hires and organize personnel records.
  • File and maintain INCS records, documents, and reports (soft copies and hard files).
  • Serve as a liaison between the strategic leaders and their teams, internal/external stakeholders, maintaining professionalism and confidentiality.
  • Conduct research and gather information as needed to support decision-making processes for Chiefs and above.
  • Attend annual meetings and train staff on proper evacuation and emergency procedures that pertain to the office building.
  • Maintain confidentiality when handling sensitive information pertaining to all communication.
  • Responsible for scheduling staff and Board meetings, testing links and other technology, and supporting meetings in virtual and in-person spaces; maintaining repository of notes for key stakeholder meetings with schools (D299 and Greater Illinois meetings).

Requirements:

  • Enthusiastic orientation toward customer service and problem solving and the ability to take initiative.
  • High expectations and a focus on results.
  • Proven ability to develop rapport and effectively work with a wide range of people and in a variety of environments.
  • Ability to interface with all levels of clients (executives, school leaders).
  • Highly organized with excellent attention to detail and ability to independently manage multiple projects at once.
  • Strong sense of accountability, taking ownerships over projects and responsibilities.
  • Proactively communicate to clarify priorities as needed.
  • Comfort working independently and taking direction as needed.
  • Excellent written and verbal communication skills.
  • Advanced Microsoft Office skills including Word, Excel, and Power Point (e.g., mail merge, pivot tables, PPT animation).
  • Confident outlook and presence, maturity, optimism, calm under pressure, and a sense of humor.
  • Strong affinity for feedback and open conversations.
  • A commitment to embracing diversity and fostering an environment of inclusion and cultural competency.
  • Undergraduate degree or experience in office management/administrative support preferred.

About Us:

The Illinois Network of Charter Schools (INCS) advocates for the improvement of public education by creating the conditions that allow high-quality charter public schools to grow, thrive, and serve students and families well. We work toward creating positive conditions for charter schools by informing community members of the value of charter schools and supporting elected officials who enact laws providing equitable funding and accountability. We partner with education leaders to maintain fair and transparent charter school policies and practices. As a membership organization, providing charter school leaders with the resources needed to ensure student success is a critical feature of our mission.

How to Apply:

Please visit our website to apply.

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