The Coordinator, Administration provides administrative support to ensure the Chicago Cares office and senior leadership have the necessary support to run smoothly and to execute our programs effectively and to the highest standards. Reporting to the Associate Director, Administration, the Coordinator ensures that the Chicago Cares staff, leadership, and Board of Directors 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, and external affairs functions of the organization.
Essential Duties and Responsibilities
Executive Administrative Support
Lead administrative support to executive/senior leadership, including public relations, communications, and project management, which includes:
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.)
External Affairs and Finance Support
Support efforts to collect necessary financial information for internal or external parties, which may include:
Outstanding or unsubmitted expense back-up
Missing or lost invoices
Financial supporting of document filing, as directed by the Manager, Accounting
Support Salesforce donor data management, which includes:
Recurring and onetime gift entry, acknowledgement letters, and invoices
Building and generating fundraising reports for analysis
Processing matching gift forms
Generating revenue reports on a weekly and monthly basis
Reconciling records with the Finance department
Provides first count of cash receipts
Support donor mailings
Board of Director Relations
Provide administrative support for all Board meetings, including but not limited to:
secure meeting locations and provide setup support as required
send and follow-up on invites
update documents as directed
monitor pledge commitments
Provide support to cross-department functions
Support special and annual event logistics, led by the External Affairs and Programs departments
Support general office administration, led by the Associate Director, 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.)
Regular, reliable access to transportation to travel to and from project sites throughout the Chicagoland area.
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.
About Chicago Cares
Established in 1991, Chicago Cares mobilizes volunteers to build a stronger, more unified Chicago. In 2017, Chicago Cares launched an exciting new Community Investment Strategy to use impact volunteerism as a catalyst for community change efforts on Chicago’s south, west, and northwest sides where the infusion of resources and capacity could be transformational. Given the daunting challenges facing Chicago today and a renewed emphasis in the non-profit and corporate sectors on impact, isolated acts of generosity are no longer sufficient as we seek to move the needle on large, intractable social problems like violence and poverty. Impact volunteerism responds to this complexity by connecting volunteer service to the civic engagement, community development, and collective impact work already happening on the ground in communities of greatest need.