Administrative Coordinator

The Chicago Urban League is dedicated to advancing economic, educational, and social progress for African Americans, fostering resilient and thriving communities through advocacy, collaboration, and innovation. As an esteemed affiliate of the National Urban League, the country’s oldest and largest grassroots movement empowering African Americans to integrate into the economic and social fabric of society, our organization holds a rich history dating back to its inception in 1916. Established by a visionary group of community leaders, our mission initially aimed to assist rural African Americans transitioning from the South to urban life in the North. Today, as one of Chicago’s foremost civil rights organizations and one of the 98 affiliates of the National Urban League, the Chicago Urban League remains steadfast in its commitment to championing economic, educational, and social equality for African Americans.

REPORTS TO: Vice President of Youth & Family Services

DEPARTMENT: Youth Services Center

ROLE:

The Administrative Coordinator is instrumental in ensuring the seamless operation of administrative and clerical tasks within the organization and the Center. This position demands robust organizational skills, meticulous attention to detail, and the capability to manage multiple tasks concurrently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Administrative Support and Calendar Management: Provide comprehensive administrative support to department heads, managers, and team members, including managing correspondence, answering phones, scheduling appointments, and handling inquiries. Maintain the calendar of events for the Youth Services department, ensuring accuracy and timeliness. Coordinate the reservation of appropriate conference rooms and shared office space with the Facilities and Services Department for departmental activities and events, ensuring smooth logistics and effective utilization of resources.
• Documentation and Filing: Create, organize, and maintain documents, records, and filing systems. Ensure accuracy and completeness of documentation.
• Communication: Serve as a primary point of contact for internal and external stakeholders. Communicate effectively via email, phone, and in-person interactions. Handle inquiries and requests promptly and professionally.
• Office Management and Meeting Coordination: Oversee office supplies inventory and procurement. Coordinate office maintenance and repairs. Ensure a clean and organized office environment. Assist in coordinating meetings and conferences. Prepare agendas, take minutes, and distribute materials as needed.
• Project Assistance: Provide support for various projects, including research, data analysis, and documentation. Collaborate with team members to ensure project deadlines are met.
• Managing College Interns: Oversee and coordinate the activities of college interns assigned to the department. Provide guidance, support, and mentorship to interns to help them achieve their learning objectives and contribute effectively to departmental goals.
• Bi-weekly HR Reports: Ensure that all bi-weekly HR reports are created and submitted in a timely manner. Gather necessary data, compile reports, and review for accuracy before submission to HR or other relevant departments.
• Assist with Department Reports and Audits: Assist with the generation of department reports and help prepare for audits as required. Gather data, compile reports, and ensure accuracy and completeness of information.
• Oversee Recognition Program (B.A.S.E): Oversee the recognition program titled B.A.S.E (Birthdays, Anniversaries, Shout/Outs, and Employee of the Month) to uplift the morale of the Youth Services department. Coordinate and organize recognition events and activities to celebrate milestones and achievements within the department.
• Performs other duties/special projects as assigned.

 ADDITIONAL RESPONSIBILITIES:

1. JotForm
2. External Affairs communications

EDUCATION AND PROFESSIONAL REQUIREMENTS:

• High school diploma PLUS 4-5 years of experience in administrative support.
• High level of proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software.
• Strong organizational and time management skills.
• Excellent communication skills, both written and verbal.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Attention to detail and accuracy in all work tasks.
• Ability to work independently and collaboratively within a team.
• Discretion and confidentiality when handling sensitive information.
• Must provide own transportation and have adequate insurance.
• Must maintain a valid driver’s license and clear driving record.

Additional Information:

• This is a full-time position.

To Apply: Send cover letter and resume to Careers@chiul.org