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Administrative Coordinator

2 months ago

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

Position Summary

The Administrative Coordinator role is a full-time position, requiring 40 hours per week, primarily focused on supporting the operations at New Life Centers of Chicagoland NFP. This position entails executing essential administrative functions, including organizing and managing the facility's schedule for various activities and events, keeping programming calendars current, overseeing office supply inventory, and facilitating connections between guests and program staff. The role may also involve occasional local travel, with reimbursement provided for expenses incurred.

Key Responsibilities

  • Ensure a tidy and secure office environment.
  • Procure office supplies as necessary.
  • Assist in sourcing program-related materials when required.
  • Coordinate logistics for program events, meetings, and training sessions.
  • Oversee the setup and breakdown of spaces for meetings and events as requested.
  • Manage the mileage reimbursement process for organizational vehicles.
  • Respond promptly to transportation and room reservation inquiries.
  • Maintain the operational status of organizational vehicles and oversee their maintenance schedules.
  • Delegate vehicle maintenance tasks to appropriate personnel.
  • Handle program ticket distribution and reporting to relevant funders as needed.
  • Support the Executive Director with financial reporting tasks.
  • Communicate effectively with partners as required.
  • Share resource information and cross-site operational updates with supervisors.
  • Foster a welcoming environment for all guests.
  • Field incoming communications and direct inquiries to the appropriate staff members.
  • Assist the Development team with administrative tasks for events.
  • Support registration processes for community programs.
  • Collaborate with the Volunteer Coordinator on volunteer background checks.
  • Work with the team to identify safety concerns and develop long-term safety strategies.
  • 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 additional duties as assigned by the supervisor.

Qualifications

  • Certification as a Mandated Reporter is required (training provided).
  • Successful completion of a background check is mandatory.
  • Experience in the human services sector or hospitality for at least one year.
  • Demonstrated cross-cultural competency.
  • Effective written and verbal communication skills.
  • Proficiency in Microsoft Word and Excel.
  • Willingness to learn and effectively use relevant databases and tracking systems.
  • Commitment to maintaining confidentiality regarding participant and staff information.
  • Ability to build and sustain effective working relationships.
  • Valid driver's license, insurance, and a clean driving record are required.
  • Bilingual skills in English and Spanish are 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 professional references, including contact information.

New Life Centers is committed to providing equal employment opportunities to all individuals without regard to race, color, religion, sex, national origin, age, disability, or genetics, in compliance with applicable laws.