Job Summary: Under direction of the Sr. Vice President of CDYS, the Administrative Coordinator will provide critical services and functions to assist in the achievement and maintenance of high quality administrative and operational standards intended to support CDYS programs and the attainment of compliance, outputs and outcomes. The Administrative Coordinator handles a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive. Additionally, this position provides support and assistance to the functions and responsibilities of the Sr. Vice President of CDYS.
The Administrative Coordinator must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, the person must have a genuine desire to help and meet the needs of others.
Essential Duties and Responsibilities:
Represents CDYS and engages with others in a friendly, welcoming and professional manner while being a helpful and positive presence in the workplace.
Maintains sufficient knowledge of agency mission, programs, policies, philosophies, procedures and operational standards
Exercises independent judgement, taking initiative in dealing with matters of all types, within the boundaries of competence, professionalism and ASM policy and procedures
Develops systems and methods and selects, applies and anticipates appropriate resources in the provision of highly detailed and technical administrative support services
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion and within established deadlines
Schedules and arranges activities, meeting requests and other functions at the direction of the Sr. VP of CDYS. To include the development of agendas other logistics as needed.
Maintains CDYS program activities calendar
Arranges travel accommodations including transportations and lodging as directed
Provides a bridge for smooth communication between the Sr. Vice President and CDYS program components and staff; demonstrates leadership to maintain credibility, trust and support with staff
Maintains confidentially when appropriate and required
Completes expense and other financial reporting
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Vice President’s ability to effectively communicate.
Gathers information as directed and maintains orderly, systematic and updated data and record-keeping systems
Takes appropriate action in the reading and routing of in-coming correspondence according to established systems, methods and procedures
Reviews and prepares documents for signature
Prepares records, such as notices, minutes and resolutions for meetings
Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans as needed
Job Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, experience, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands and Work Environment Conditions: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Work requires prolonged concentration using a computer in analyzing and manipulating data. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually moderate. Duties are performed in a typical office environment. No unusual or adverse working conditions exist.
Education and Professional Requirements:
A minimum of five years of post-high school training or an Associate degree in business or related field with five or more years of increasing responsibility in the administrative support field
Ability to exchange information clearly and concisely and to present ideas, report facts and other information
Good communication skills and organizing skills; exhibits accuracy when working with details.
Excellent writing skills with proper grammar and clear and concise written communication
Possesses strong computer skills including all Microsoft Office applications including Excel and PowerPoint. Must accurately type 50+ words per minute.
A client-service driven mentality with a focus on supporting business objectives.
About Ada S. McKinley Community Services, Inc.
The mission of Ada S. McKinley Community Services, Inc. is to empower, educate, and employ people to change lives and strengthen communities.
The agency was founded as a settlement house in 1919 by Ada Sophia McKinley, a schoolteacher and social reformer, who saw the need to assist veterans returning from World War I and African Americans migrating from the South. Currently celebrating its 100th year anniversary, Ada S. McKinley is one of the largest human services organizations in the country with an annual operating budget of $40 million, nearly 600 employees, serving more than 7,000 people annually at over 70 locations. Services are provided 24-hours a day, 365 days a year, primarily in Illinois/Chicago with additional sites in Indiana and Wisconsin.
Ada S. McKinley has three primary areas of services: Child Development & Youth; Employment and Community Support; and Behavioral Health & Clinical. Services rendered daily include: tutoring, mentoring and college placement, foster care, residential, youth and family counseling, employment training and placement, and head start programs.
The vision of Ada S. McKinley is for all people to have the opportunity for education and employment.