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Administration Coordinator

Urban Initiatives Overview

Founded in 2003, Urban Initiatives is a nonprofit organization that runs youth development programs in the Chicago Public Schools (CPS). Urban Initiatives’ mission is to empower Chicago’s youth to become community leaders through academic success, healthy living, and social-emotional learning. We amplify the inherent power of sports and teamwork to unify diverse stakeholders and strengthen communities. Urban Initiatives takes a collaborative, whole child approach to development in order to provide children with ongoing opportunities to reach their full potential. Currently, Urban Initiatives serves 17,000 students throughout the City of Chicago.

 

Urban Initiatives is dedicated to intentionally fostering a climate of purposeful inclusion in our workplace, and candidates of diverse backgrounds and identities are strongly encouraged to apply. Urban Initiatives is an Equal Opportunity employer. Personnel are chosen on the basis of ability without regard to race, color, religion, sex, age, national origin, veteran status, disability, marital status, sexual orientation, gender identity or gender expression. This is in accordance with federal and state law.

 

Position Summary

The Administration Coordinator dedicates their time to supporting Urban Initiatives’ day-to-day administrative and office needs with an emphasis on human resources, culture support, facilities management, and information technology.  They work in collaboration with two other members of the Operations Department to implement and manage different systems related to administration, finance, human resources, and office facilities. The Administration Coordinator will report to the Director of Administration.

 

This position is a good fit for someone with a strong interest in the nonprofit sector and gaining exposure to organizational administration and operational practices. The Operations Department at Urban Initiatives is highly collaborative and they seek a new team member who is eager to contribute in a fast-paced environment.

 

Principal Responsibilities

§  Office reception: provide a welcoming and comfortable environment for all UI staff and visitors; serve as primary phone and reception contact for office, ensure quality customer service among our partners and constituents; answer and direct inquiries

§  Office management assistance: coordinate with operational vendors and conduct annual vendor audit; support creation and delivery of office orientation for all new office-based staff members; oversee the implementation of office tidiness policies; ensure office equipment is sufficient and functioning properly; maintain supplies inventory

§  Human resources support: serve as an administrator for all Human Resource reporting and platforms (Zenefits, ADP, etc.); oversee the dissemination, collection, and tracking of all personnel paperwork; schedule trainings and track employee completion; oversee project to increase effectiveness and efficiency of paperwork completion by transferring as many human resource documents to electronic completion as possible

§  Staff event coordination: support planning for all formal staff events to support organizational values and teambuilding; serve as the Event Lead for the Winter Full Staff Event, Summer Full Staff Event, the Spring Employee Appreciation Lunch, and all office potlucks; serve as member of Planning Committee for all onboarding activities, Fall Staff Retreat, and the Staff Holiday Party

§  Information technology oversight: serve as Urban Initiatives’ primary point of contact for all information technology systems Google suites (email, shared files, calendar, etc.) phone, cell phones, iPads, fax, printers, copiers, postage meter, etc.; conduct an annual audit of all informational technology systems

§  Financial management support: support weekly financial practices including check processing, invoice creation, and other needs as they arise to maintain financial close calendar

 

Requirements and Qualifications

·      Passion for Urban Initiatives’ mission

·      Ability to manage time effectively in a fast paced and dynamic work environment, with a demonstrated ability to meet tight deadlines on an ongoing basis

·      Ability to work on several tasks at once and prioritize projects using sound judgment

·      Superb attention to detail and follow through with an emphasis on both accuracy and efficiency

·      Excellent written, verbal and interpersonal communication skills with an emphasis on maintaining a client-focused tone, particularly on the phone

·      Strong analytical skills to apply to vendor audits with ability to create reports to support organizational decision making

·      Proficient computer and data-entry skills (experience with Microsoft Excel desired)

·      Demonstrated strategic problem-solving skills

·      Ability to work both independently and as a team player