Position: Administrative and Program Coordinator, Chicago
Reports to: Program Director, Chicago Office
Status: Full Time; Exempt
Location: Chicago, IL
The Administrative + Program Coordinator, Chicago is part of a global team of Facing History and Ourselves staff dedicated to carrying out the organization's strategic plan. Each staff member is deployed in multiple ways in support of the organization's mission and goals.
At the local level, this position is responsible for the successful overall administrative management of the Chicago Office. The successful candidate will manage the daily activities of the office and provide support and coordination to the Chicago team in every way to contribute towards a smoothly functioning office. S/he will work to ensure that designated budgets are properly, managed, tracked and documented and that communications are coordinated efficiently. In addition to regional activities and support roles, he/she will hold memberships on various cross-functional teams that will link them to other administrative Staff and project groups throughout the organization.
● Provide administrative support for general office activities in the Chicago office. This includes developing and maintaining office systems and supplies, in addition to word -processing, database management, mailings, filing, photocopying, etc.
● Work with Chicago office and Finance Dept regarding budgets, which will include: tracking expenses and commitments related to projects, running project reports, and assisting in creating future project budgets for local office.
● Using the organization’s procedures for project management, and in coordination with the Chicago office and the Finance team, ensure that Chicago projects exhibit good planning, are operated efficiently within budget and tracked accurately; run various reports related to projects as needed
● Communicate with teachers, funders, and general public about Facing History and attending program and community events
● Answer phones; first point of contact with on-site visitors
● Coordinate and maintain various calendars (Chicago office, Program) and events, ensuring databases (Salesforce) are updated and accurate on a continual basis
● Work with Executive Director and Program Director to create staff meeting agendas and take meeting notes
● Maintain vendor accounts and process purchase orders
● Updating Chicago office site on facinghistory.org and drafting/coordinating e-announcements and e-updates
● Partner with, establish and maintain positive working relationships with Related staff and other building staff
● Provide administrative and technical support for Staff, including Microsoft Office programs
● Coordinate travel arrangements for Staff and speakers
● Providing administrative, logistical, and on-site support to Program Staff for various seminars, workshops, presentations, student events, and classroom speakers, including timelines and budgets.
● In support of all Program team members, managing and updating Program database (Salesforce) for tracking of schools and teachers, including: entering and processing all new contacts, updating records, entering notes and activities, running reports from database, ensuring accurate files/accounts and keeping database up to date, and tracking borrowing agreements from the library
● Recording minutes at weekly Program meetings
● With the Library team in Headquarters, managing lending and tracking of video and resource materials
● Respond to fulfillment requests in a timely manner
● Maintain contact with our speakers, including Holocaust survivors
● Support the teams in record keeping related to evaluation and teacher professional development clock hours
● BA/BS or equivalent; Minimum of one year work experience preferred
● Interest in and ability to articulate the mission of Facing History and Ourselves
● Excellent written and oral communication skills as well as organizational skills
● Excellent computer skills, including experience with Google Suite, Microsoft Office, Word and Excel
● Creative energy, self-starting; ability to manage multiple assignments in a busy non-profit setting
● Willingness to work occasional early morning and evening hours to facilitate our programming
● Ability to work individually and as a member of a team; flexibility
● Leads by example and models behaviors that are consistent with the company's values.
Compensation and Benefits:
In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical, dental, vision, life & long-term disability insurance, a 403(b) program with a discretionary organizational contribution, generous paid time off, an employee assistance plan & a travel assistance plan, pre-tax Transit-pass program, flexible spending health care and dependent care accounts, 4 voluntary Aflac plans, and a friendly work environment.
Facing History proudly values diversity. We are an Equal Employment Opportunity Employer.
Please submit your resume and cover letter below. Job posted until filled.
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