Established in 1991, Chicago Cares mobilizes volunteers to create a stronger, more unified Chicago. Chicago Cares empowers people to roll up their sleeves to solve the city’s most pressing challenges. Through the power of the volunteer experience, we bring people together from all Chicago neighborhoods. Volunteers meet immediate needs while simultaneously breaking down barriers and creating a movement for long-term change, connecting with new people and building trust, empathy and understanding. What’s the ultimate goal? Chicago Cares envisions a city where we’re all active participants, fully invested in the city we call home and the success of all of our neighbors. Visit chicagocares.org to learn more.
The Coordinator, Administration provides administrative support to ensure the Chicago Cares office and Chicago Cares volunteer projects have the necessary support to run smoothly and to execute our programs effectively and to the highest standards. Reporting to the Manager, Administration, the coordinator ensures that the Chicago Cares staff and volunteers are resourced effectively to meet the mission of the organization.
The coordinator executes a set of key administrative duties across the organization’s departments and divisions, as they relate to the operations, finance, technology, and human resources functions of the organization:
Deposits of agency checks and maintenance of follow-up documentation, as directed.
Invoice processing, as directed by the Manger, Accounting.
Financial supporting document filing, as directed by the Manager, Accounting.
Human Resources Support:
Provide administrative support for Human Resources, including but not limited to:
Review and collect the new employee paperwork
Personnel File Maintenance
Manage the paid time off data
Obtain security key cards
Onboarding support, including but not limited to setting up new staff spaces and equipment:
New user account creation and assignments in printers, copiers, etc.
Supply deployment, mailbox set-up and name placard creation
Security systems, including key card access
Business card purchasing
Personnel file creation
Assist with office technology setup including but not limited to:
Postage meter maintenance
Computer set-up and user account maintenance
Office management including but not limited to:
maintaining inventories of equipment and supplies
managing the visitor log with building security
light cleaning and office maintenance, coordination of broader cleaning and related duties (equipment repair, office organization, etc.)
receive and sort mail
answer phone calls for main agency line and forward messages to appropriate team members
Maintain technology systems, including but not limited to:
Ticket submission and monitoring
Licensing and active user directory maintenance
Secure asset disposal
Data deduplication and management:
Monitoring data quality for the organization
Resolving data gaps and data entry errors
Building, generating, and tracking reports as needed
Executive Administrative Support, as assigned by the Manager, Administration:
Event coordination and meeting support (room booking, food ordering, reservation making, etc.)
Clerical support, including note taking, transcribing, filing, etc. (expense reports, mileage reports, etc.)
Operational support (Kastle entries, copies, etc.)
Volunteer communications, in concert with External Relations:
Support email correspondence (hot projects, back-up leader e-mails, etc.), outreach efforts, and information packets & supplies.
Respond to inquiries and requests through phone, web, and email.
Liaise with Chicago Public Schools and Chicago Police Department for project communications.
Support project check-in preparation and execution.
Maintaining inventories and ordering project supplies (as requested).
Manage scheduling, note-taking, and programs team documentation and filing/file infrastructure (physical and S Drive).
Manage volunteer waivers and event/project data entry pre- and post-project, including youth sign ups, double connection sign ups, account deactivations and reactivations, and verification of hours, attendance, deduplication of records, etc.
Manage the calendar of program related opportunities in HOC, including project & program occurrences/records for one time, special and on-going opportunities.
Review and post referral opportunities to HOC, as requested.
Provide support to cross-department functions:
Support special and annual event logistics, led by the development department.
Support general office administration, led by the Manager, Administration.
Support meeting and training logistics, as needed.
Other duties as assigned
Advance brand identity by reinforcing strategic messages and company values
Ensure quality and economic viability of all programming
Participate in cross-departmental committees and task forces as appropriate
Participate in and provide support and stewardship of fundraising activities
Bachelor’s Degree or equivalent related experience.
Demonstrated experience in business or office administration and/or administrative support.
Demonstrated commitment to service, civic engagement and/or social justice.
Excellent project management skills, including ability to manage multiple assignments with ability to prioritize and meet deadlines.
Excellent written, verbal and interpersonal communication skills.
Experience with CRM databases, specifically, Salesforce a plus.
Proficiency in Microsoft Word, Excel and PowerPoint and other desktop publishing tools.
Ability to maintain composure, professionalism, flexibility, and enthusiasm when working with a diversity of experiences, perspectives and personalities.
Ability to work beyond traditional working hours and schedules.
Ability to lift up to 50 pounds and engage in physical labor associated with loading, unloading and moving project supplies
Ability to adjust to various physical and environmental conditions as the position may require (computer work, sitting or standing for long periods of time, etc.)
Ability to drive a cargo van or box truck for project supply deliveries
Regular, reliable access to transportation to travel to and from project sites throughout the Chicagoland area. Some project sites may not be easily accessible via public transit.
Sense of humor and fun!
Additional Salary Information: A unique opportunity to build a stronger, more unified Chicago. An outstanding chance to partner with our senior leadership. Icing on the cake? A competitive compensation package including salary, health, 401(k) and paid-time-off benefits.
Internal Number: CA 2018
About Chicago Cares
POSITIVE LONG-TERM CHANGE FOR THE CITY WE LOVE
Chicago Cares envisions a city where we’re all active participants, fully invested in the city we call home and the success of all of our neighbors. We see a future where all Chicagoans work together across divides to improve the quality of life for everyone and set our city on a path toward long-term change.
To realize this vision, we plan 200 volunteer projects open to the public every month, hundreds of corporate volunteer programs every year, and annual events like Serve-a-thon.