Operations Coordinator - Friends of the Children

The Organization

Friends of the Children - Chicago is part of a national mentoring organization currently serving 20 communities and still expanding. Our model is to impact generational change by empowering youth through relationships with professional mentors. We provide children facing the most obstacles with a long-term, salaried, professional mentor, who we call a “Friend,” from kindergarten through high school graduation, 12 ½ years – no matter what. At Friends of the Children, we are a dynamic and lively team. We put children first and use our values to change the way the world treats and views youth facing great barriers. We nurture long-term relationships from a foundation of love, acceptance, and culturally informed practice.

The Position

We are seeking a highly motivated, diligent, multitasking professional to join our operations team. The Operations Coordinator will be tasked with supporting the ongoing operations of the organization. The OC will support human resources, finance, information technology and other enabling functions to ensure operations are established and are running optimally. The OC must understand, support, and do whatever is necessary to promote the organization’s mission, vision, values and principles as well as be able to clearly articulate the organization’s function.  He or she excels at working as part of a small team, and effectively manages multiple projects and tasks, and keeps them on track. This is an excellent “generalist” operations opportunity with room for professional growth.

Essential Functions and Core Responsibilities:

Ongoing Organizational Support (50%)

• Serving as the first point of contact for people visiting or calling the organization and directing them to the appropriate person for assistance.
• Maintaining organization wide calendar.
• Developing and maintaining office procedures. Establishing and maintaining effective filing systems (electronic and paper as needed).
• Distributes month-end report email to leadership including expense, credit card and time reports.
• Distributing mail and ordering office supplies.
• Manage vendors for IT and Facilities such as Convergence, T-Mobile, GPS, and building management.
• Completing other projects as assigned.

• Maintaining organizational records, inventory of key documents, organization-wide calendar and scheduling. Recording meeting minutes and notes where required.
• Process, track and file time reports for organization.
• Assist HR with Employee Recognition Program.
• Organize and set up events for staff/guests including ordering food, transportation, supplies, etc.
• Support ordering, issuing, and tracking of equipment for staff including laptops, cell phones and GPS devices.

• Assist with organization-wide and employee event logistics, including scheduling, reservations, registrations, catering, vendors, coordinating rentals and permits.
• Knowledge and understanding of FOTCC Policies and Procedures.
• Assistance with surveys, data collection, scanning and filing.
• Purchasing food, gifts, office supplies, equipment and snacks for clubhouse, offices, employees and youth.
• Printing/ordering organizational materials in-house and through 3^rd party such as FedEx for onboarding, trainings and meetings.
• Assistance with Youth Enrollment packet creation, collection and compliance tracking.

Facilities (20%)

• Responsible for day-to-day facilities management. Serve as staff contact for all facility needs, interfacing with building maintenance vendors to resolve issues in a timely way. Develop and maintain system for staff to place facilities requests.
• Manage facilities operations scheduling meeting rooms.
• Develop systems for staff to communicate schedules. Ensure rooms are set up for programs/events.
• Research, select and manage contractors as needed.

·       Communicate with the building engineer or landlord about safety issues and space concerns.

·       Communicate and serve as liaison with vendors, brokers, and contractors (including cleaners).

·       Coordinate and oversee facility expansions or updates.

IT  [30%]

• Set up computers and phones, install software and manage email accounts. Trouble shoot IT problems, serve as in-house desk top support person for simple tech issues for staff; refer more complex issues to IT vendor/firm.
• Work with IT support firm operating as initial point of contact for staff on technology issues.
• Monitor IT firm’s work and manage tickets.
• Manage the coordination of phone and internet service vendors for the organization, ensuring the smooth integration of these technologies.
• Initiate new ideas for systems that could increase efficiency and enhance the use of technology for staff.
• Identify possible improvements to the organization’s databases, computer and filing systems.
• Data transfers/Wiping / repurposing equipment at employee exit.

Work Environment:

• This position operates in a professional office environment. It is expected the employee will be working remotely at times.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets. While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to operate office equipment.
• Travel to other sites in the metro area is required. Some of those sites may not be wheelchair accessible or accessible via public transportation.
• Evening and weekend work are occasionally required.
• Workplace is a smoke- and drug-free environment.
• Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes. 

Experience, Skills, and Knowledge:

Required:

• A minimum of three years’ experience in administrative or operations position(s).
• Valid Illinois driver’s license, safe driving record.
• Ability to cultivate and sustain relationships and work effectively with a wide variety of constituencies, including staff, program children, caregivers, schools, donors, Board members, and community partners.
• Ability to represent, effectively and professionally, the organization to a wide variety of audiences.
• Ability to analyze, develop, propose, implement, and sustain solutions.
• Ability to solve problems, work in a team environment, manage several issues concurrently, and meet deadlines in a fast-paced, dynamic work environment.
• Ability to ask for help when you need it!!
• Strong written and oral communication skills as well as high attention to detail and accuracy. 
• Strong organizational and time management skills. Able to plan, organize and implement projects and to follow up as required.
• Ability to prioritize work, effectively manage and prioritize several issues/tasks concurrently, meet deadlines and maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
• Ability to work in diverse work environments.
• Highly organized and dependable; ability to work independently and maintain composure under pressure.
• Accomplished with Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat; familiarity with databases and office functions. Must be able to operate standard office equipment.
• Demonstrated ability to take initiative, work independently with limited supervision, as well as to function successfully as a team player.
• Enthusiasm for helping to plan and manage the anticipated growth of Friends of the Children - Chicago, and commitment to developing personal skills and knowledge as appropriate to that growth.
• Excellent word processing skills and demonstrated ability to organize files and establish and maintain an effective filing system.
• Ability to research and learn new technological tools.
• Ability to travel locally and adapt schedule to meet the organization’s needs (i.e., occasional evening or Saturday).
• A sense of humor.

Preferred Experience, Skills, Education, and Knowledge:

• Completion of two years of college or more strongly preferred.
• Familiarity with nonprofit organizations.
• Basic knowledge of fundraising and events.
• Database experience.
• Experience working with children and families.
• Experience working in a fast-paced start-up small business.

Compensation:

·       Salary $53,000

·       Competitive benefits are available, including health insurance (medical/dental/vision), life insurance, 3 weeks of paid vacation, and 2 weeks of paid sick time per year. We also offer a 401K Program with employer matching up to 4% after the initial 90 days of employment.