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. Chicagoans learn that they can and must be agents of change.
Chicago Cares Administrative Services is responsible for the support and development of the Chicago Cares team. Working together, the Human Resources, Finance, Technology and Office Administration functions provide the internal infrastructure of employee services and support (such as benefits, performance management and professional development), organization support in the form of financial management and the tools to succeed in the form of technology, physical space and material supplies. We approach this internal work as critical to our mission; without it, the external value Chicago Cares provides to the community could not exist.
The Operations Manager facilitates the smooth functioning of the Chicago Cares office and provides administrative support to senior leadership and the External Affairs department. The Operations Manager reports to the Chief Operating Officer and works closely with other members of the Chicago Cares staff in the execution of her/his duties, and will also build and manage key relationships with organizational partners and vendors.
Provide administrative support to senior leadership, including the CEO, COO and Chief Program Officer, including scheduling, correspondence, event coordination and project management.
Provide assistance and generate reports to support accounting for all financial and in-kind donations and fees for service, and to reconcile Finance and External Affairs records. Enters gift information into donor database, prepares and sends gift acknowledgment letters, and prepares and sends invoices as needed. Prepare monthly expense and revenue reports. Maintain fixed asset list for depreciation purposes.
Provide administrative support for Human Resources, including assisting with new employee onboarding and paid time off tracking.
Manage office technology in coordination with Chicago Cares’ managed services, leased equipment and communications providers, including setting up new desktops, laptops, printers and phones; setting up e-mail and voice mail accounts; managing postage meter; and tracking service ticket resolution.
Maintain office operations including managing vendors, ordering supplies, maintaining inventories of equipment and supplies, managing the visitor log with building security, coordinating cleaning and related duties.
Provide input for budgets and expenditures for private funding, contracts, and grants.
Other duties as assigned.
Advance brand identity by reinforcing strategic messages and company values
Ensure quality and economic viability of all programming
Participate in and provide support and stewardship of fundraising activities
Bachelor’s Degree or equivalent related experience; national service or volunteer project development experience a plus; especially AmeriCorps.
Demonstrated commitment to service, civic engagement and/or social justice.
Demonstrated experience in business/office administration and/or executive support.
Excellent project management skills, including ability to manage multiple assignments with ability to prioritize and meet deadlines.
Excellent written, verbal and interpersonal communication skills with ability to make effective oral presentations to large and small groups.
Proficiency in Microsoft Word, Excel and PowerPoint and other desktop publishing tools.
Some database management experience preferred.
Strong commitment to customer service principles and practices. You should have a can-do, friendly attitude for working with our agreeable staff.
Ability to maintain composure, flexibility, and enthusiasm when working with a variety of personalities.
Ability to work beyond traditional working hours and schedules.
Able to lift up to 50 pounds and engage in physical labor associated with loading, unloading and moving project supplies.
Be able to adjust to various physical and environmental conditions as the position may require including computer work, sitting or standing for long periods of time, etc.
Internal Number: OM218
About Chicago Cares, Inc.
Chicago Cares mobilizes volunteers to build a stronger, more unified Chicago. Founded in 1991, 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 inspire volunteers to meet Chicago’s immediate needs, while also creating a movement for long-term change – building trust and empathy among people who might not otherwise meet, and empowering Chicagoans to roll up their sleeves to solve the city’s most pressing challenges.