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Administrative Coordinator

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

Position Summary

The Office Operations Manager role is a full-time position, requiring 40 hours per week. This position involves key administrative responsibilities that encompass the coordination and management of building schedules for various activities and events. The Office Operations Manager will ensure that programming schedules and calendars are current, maintain an inventory of office supplies, and facilitate connections between building visitors and program staff. Additionally, this role may involve assisting with off-site programming as necessary, which could require local travel (reimbursable). Compensation will be based on experience.

Key Responsibilities

  • Ensure a clean and safe working environment.
  • Procure office supplies as necessary.
  • Support program supply acquisition 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 proper maintenance of organizational vehicles and coordinate maintenance schedules.
  • Delegate vehicle maintenance responsibilities to appropriate personnel.
  • Manage distribution and reporting of program tickets to relevant funders.
  • Assist the Executive Director with credit card reporting tasks.
  • Provide accurate communication to partners as required.
  • Facilitate resource information and cross-site operational communications with supervisors.
  • Foster a welcoming atmosphere and demonstrate hospitality to all guests.
  • Handle incoming phone calls and faxes, directing inquiries to the appropriate staff.
  • Support the Development team with administrative tasks for events such as the annual 5k.
  • Assist with registration processes for Little League and related systems.
  • Collaborate with the Volunteer Coordinator on volunteer background checks.
  • Work with the team to identify safety concerns and develop long-term safety plans.
  • Maintain budget accuracy and ensure adherence to spending plans.
  • Participate in necessary evaluations and audits.
  • Exemplify the values of New Life Centers.
  • Attend mandatory meetings and training sessions.
  • Perform other duties as assigned by the Supervisor.

Required Skills & Qualifications

  • Certification as a Mandated Reporter is required (training provided).
  • Successful completion of a background check is mandatory.
  • Passage of Child Abuse and Neglect Tracking System background check is required.
  • National Sex Offender Registry background check clearance is necessary.
  • Possession of a working phone and phone number is essential.
  • Minimum one year of experience in human services or hospitality is preferred.
  • Demonstrated cross-cultural competency.
  • Effective written and verbal communication skills.
  • Proficiency in Microsoft Word and Excel.
  • Willingness to be trained and proficiently use relevant databases and information tracking systems.
  • Commitment to maintaining confidentiality of participant, staff, and volunteer information.
  • Ability to establish and maintain effective working relationships.
  • Valid Illinois driver's license, insurance, and a good driving record are required, along with access to a vehicle.
  • Bilingual proficiency 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 (minimum of 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 (EEO) 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.