Operations Coordinator

4 weeks ago

Chicago, Illinois, United States Illinois Network of Charter Schools Full time
Job Title: Operations Coordinator

Join the Illinois Network of Charter Schools team as an Operations Coordinator, supporting the office and Executive team with administrative tasks, data management, and project coordination.

Key Responsibilities:

  • General Office Management and Administrative Support (50%):
    • Provide high-level administrative support to the Chief Program and 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.
    • Maintain related credit card expenses for the credit card reconciliation process and support the Senior Manager of Finance and Operations with simple budget tracking of expenses.
    • Responsible for day-to-day office operations tasks, including processing incoming and outgoing mail and packages, greeting visitors, answering phone calls, and making copies.
    • Ensure proper functioning of office equipment and related supplies.
    • Coordinate and prepare materials for executive meetings, including agendas, presentations, and reports.
    • Maintain a central calendar of standard meetings 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.
    • 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.
    • Maintain confidentiality when handling sensitive information.
    • Responsible for scheduling staff and Board meetings, testing links, and supporting meetings in virtual and in-person spaces.
  • Data Input, Management, Reporting, and Records Management (25%):
    • Maintain database records, including contact information and demographics, for all stakeholders.
    • Create a process for organizing and migrating online resources and files on SharePoint to a cloud platform.
    • Produce accurate and timely reports.
    • Draft letters, memos, and other communications for internal and external audiences.
  • Project Support (25%):
    • Event planning and preparation for internal and external events, including creating name tags, program materials, and coordinating swag bags.
    • Outreach phone calls before and after events, coordinating school visits.
    • Supporting overall team culture with coordination of staff events, birthdays, and milestone activities recognition.
    • Coordinate transportation, venue sourcing, and travel arrangements for off-site events.

Requirements:

  • Enthusiastic orientation toward customer service and problem-solving.
  • High expectations and a focus on results.
  • Proven ability to develop rapport and effectively work with a wide range of people and in various 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.
  • Strong sense of accountability, taking ownership 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 PowerPoint.
  • 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 Illinois Network of Charter Schools:

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.

How to Apply:

Please visit our website to apply.

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