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. Volunteers meet immediate needs while simultaneously breaking down barriers and creating a movement for long-term change, connecting with new people and building trust, empathy and understanding. What’s the ultimate goal? 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. Visit chicagocares.org to learn more.
The Director, Administration provides leadership and expertise to guide the organization’s infrastructure and operations, consistent with Chicago Cares’ mission, strategic priorities, and the needs of our volunteers and partners. They are responsible for leading organizational efforts to ensure a strong, healthy and innovative back office, with particular focus on technology, security and risk management, human resources, finance, and operations. Their role ensures service providers and vendors deliver optimum performance to advance our mission.
Key responsibilities include contract management, relationship and vendor management, operational planning, security and risk management and project management related to the core business functions of the agency, included but not limited to:
Strategy and Alignment: Focus administration and operations to compliment and advance the strategic directions of the organization, specifically optimizing efficiencies and supporting interdepartmental advancement.
Business Function Development: Diversify & continuously improve the administrative, technological, human resource, finance and operational work of the organization consistent with best/emerging practices, developing the resources and relationships needed to do so.
Departmental Integration: Develop a strong, responsive and collaborative relationship with departmental leadership across the organization to more effectively align operational priorities to the needs of other departments.
User Experience: Develop an awareness of and understanding of Chicago Cares stakeholder groups and develop infrastructure to achieve deeper engagement, particularly of end users in the form of non-profits, corporations and volunteers.
Teams: Manage interdepartmental teams for innovative, hybrid and cross- departmental engagements; implement and cultivate direct reports though supervision consistent with Chicago Cares’ philosophy and strategic objectives.
Contract management: Manage the procurement and contracting process for vendors, managed services providers, consultants, and services that are primarily operational in nature, including: Monitor all organizational insurance policies and ensure they are appropriate and up to date.
Relationship and vendor management: Maintain the relationships with primary contacts and consultants associated with above referenced operational and administrative contracts, particularly for the building, insurance and risk management functions.
Operational planning: Lead operational planning, budgeting and evaluation processes to inform organizational strategy and action plans.
Security and risk management: Manage organizational risks, including monitoring, maintaining and initiating operational processes, inventories and policies that ensure the safety and security of Chicago Cares property and its staff, volunteers and partners.
Project management: As needed, provide project management leadership to operational initiatives.
Team management: The director will assist the Office Manager/Executive Assistant in prioritizing their duties as it relates to the office management and will provide backup support of the office duties when the OM/EA is out of the office.
Contract management: Manage the procurement and contracting process for vendors, managed services providers, consultants, and services that are primarily technical in nature.
Relationship and vendor management: Maintain the relationships with primary contacts and consultants associated with above referenced technology contracts and provide oversight of system applications and external support to drive business insights, organizational and program development and strategy.
Technology planning: Participate in road mapping and planning to establish an inclusive and comprehensive technology strategy for Chicago Cares’ CRM, applications and data. Examine, interpret and report results of analytical initiatives to leadership and teams.
Security and risk management: Manage organizational risks, including monitoring, maintaining and initiating operational processes and policies that ensure accurate data input, management, analysis, and security across the organization.
Project management: Monitor and manage Chicago Cares applications and projects related to applications, including but not limited to Salesforce, HandsOn Connect, Click and Pledge, etc. and escalate and liaise with developers and systems administrators as needed to address any system and/or data issues.
Infrastructure management: Lead efforts around technological infrastructure of the organization, inclusive of hardware, applications, phone systems and equipment.
Human Resource Responsibilities
Provides the high level HR support for the agency.
Contract management: Manage the plans/contracts to ensure that all benefits and insurance documents are accurate and in effect, including but not limited to: all benefit plans and employment enrollments are managed timely; unemployment data is appropriately documented and filed, Workers Comp documents are submitted and maintained as appropriate and assist employees with Short or Long Term disability submissions.
Relationship and vendor management: Manage all human resource related relationships with primary contacts and consultants associated with above referenced activities.
Human Resource planning: Participate in road mapping and planning to establish an inclusive and comprehensive focus on talent. Examine, interpret and report results of organization-wide human resources processes, professional development activities, and cultivation.
Security and risk management: Manage human resource related risks, including maintaining the Employee Handbook, ensuring legal compliance with all HR laws and statutes, managing the grievance process and ensuring appropriate follow-thru and documentation of all employment related procedures.
Project management: Monitor and manage Chicago Cares human resources projects, including but not limited to Chicago Cares University.
Contract management: Manage the procurement and contracting process for vendors, managed services providers, consultants, and services that are primarily financial in nature.
Relationship and vendor management: Maintain the relationships with primary contacts and consultants associated with above referenced finance-related contracts and services.
Finance forecasting and planning: Lead finance and forecasting planning, budgeting and evaluation processes to inform organizational strategy and action plans.
Security and risk management: Manage organizational risks, including monitoring, maintaining and initiating financial controls and checks and balances, and policies that ensure the safety and security of Chicago Cares financial records, assets and transactions.
Project management: Provide project management leadership to finance initiatives.
Team management: The director will assist the finance team in prioritizing their duties as it relates to financial management, oversite and planning. Including but not limited to ensuring the Finance staff provides the necessary financial data to the Board accurately and within the requested timeline. Provides timely follow-up of any questions and/or additional requests from Board, staff and/or funders.
Complete 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 work experience
Minimum of five years of project management, office management and HR support experience required
Demonstrated commitment to service, civic engagement and/or social justice
Desire to support programs that connect people, communities, and causes
Experience with Salesforce preferred
Excellent PC skills, including Microsoft Suite, Office 365, SharePoint and Azure
Experience with data management, analysis, testing and visualization tools required. Ability to perform queries involving multiple tables and subqueries preferred.
Strong ability to apply creativity and flexibility; strong problem solving, quantitative and analytical abilities
Strong work ethic, high energy, and desire to thrive in a demanding environment
Ability to take initiative, work independently, meet deadlines and handle multiple projects in a rapidly changing environment – including interruptions and adjustments to priorities
Ease and experience working with individuals and groups from diverse cultural, ethnic, and geographic backgrounds
Excellent written, verbal and interpersonal communication skills with ability to make effective oral presentations to and facilitate learning environments for large and small groups
Commitment to working 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.)
Sense of humor and fun!
Internal Number: CCDA 2018
About Chicago Cares
POSITIVE LONG-TERM CHANGE FOR THE CITY WE LOVE
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 see a future where all Chicagoans work together across divides to improve the quality of life for everyone and set our city on a path toward long-term change.
To realize this vision, we plan 200 volunteer projects open to the public every month, hundreds of corporate volunteer programs every year, and annual events like Serve-a-thon.