Senior Program Assistant - Heartland Human Care Services

Title: Senior Program Assistant

Location: Chicago, IL

Schedule: Monday - Friday 8:30 am - 5:00 pm

Summary: Under the general guidance of the Operations Supervisor, the Admin Coordinator provides a broad range of specialized operations and program support services, including but not limited to financial and administrative processing and data processing and reporting. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

The Admin Coordinator leverages industry knowledge and best practices to promote the mission and vision of Heartland Human Care Services. Supports culture development and management efforts.

Why Join Us:

• Make a Difference: Be a part of an organization that is deeply committed to creating positive change in the lives of individuals and communities.
• Professional Growth: Take on a leadership role where you can develop and implement asset management systems, supervise a dedicated team, and contribute to ongoing education initiatives.
• Comprehensive Benefits: Enjoy a range of benefits, including medical, dental, vision insurance, 401(k) match, paid maternity and paternity leave, commuter benefits, student loan assistance, and more.

Our Benefits:

• Medical insurance. BCBS PPO, EPO, and HSA Plans
• Dental insurance.
• Vision insurance.
• 401(k) 3% Employer Contribution.
• Paid maternity leave.
• Paid paternity leave.
• Commuter benefits.
• Student loan assistance.
• Tuition assistance.
• Disability insurance
• FSA Spending Account
• Life Insurance
• Employee Assistance Program
• Special Vendor Discounted Offerings on Travel, Amusement Parks, etc.

Essential Functions:

Duties & Responsibilities

• Provides general administrative and operational support to Refugee and Immigrant Community Services’ programs
• Coordinates purchasing process for Refugee and Immigrant Community Services Office by entering and accounting for all programmatic requests.
  • Assists with invoices, purchase order completion, and tracking of financial documentation. Ensures procurement procedures have been completed before submitting e-requests where procurement is needed.
  • Coordinates client support requisitions and related items, within defined budgetary limitations.
  • Coordinates and maintains client support gift card inventory, including purchasing of cards, creating custodian log and issuing cards to the appropriate program managers. Liaises with designated FAS staff for accounting of cards.
  • Assists management in monitoring program expenditures and ensuring compliance with internal controls.
  • Reconcile financial items and prepare and monitor expense reports, credit card detail and contract billings.
• Performs specialized data processing tasks under limited supervision for the program/department, as defined by program needs and contractual requirements, including but not limited to data entry, word processing, filing, and reporting.
  • Ensures compliance with case file management and reporting requirements
  • Manages information systems and departmental files as assigned.  Ensures accuracy, confidentiality and consistency of filing systems, charts and records.
  • Prepares reports, spreadsheets, presentations, newsletters and other collateral materials for grant applications, compliance reports and program events.  Assists management in managing timelines and due dates.
  • Maintains confidentiality of all documents and other information.  Prepares records, contracts, reports, schedules, and other necessary documentation; ensures the appropriate processing, filing and distribution, etc. of such data. 
  • Develops forms, as needed, and establishes procedures for processing clerical /support related data and information.
• As needed, provide coverage for front desk coordinator during time off, scheduled breaks, etc.
• Other duties may be assigned.

Education and Experience:

• High school diploma or equivalent General Education Diploma is required.
• Minimum three (3) years of related experience in a participant-facing role or operational/administrative/clerical role.
• Bilingual preferred.

Knowledge/Skills/Abilities (K/S/A):

• Demonstrated computer proficiency, including knowledge of word processing, spreadsheet and database software.
• Fluency in a second language preferred. Preferred languages are: Farsi, Dari, Pashto, Spanish, French, Swahili, Burmese, Tigrinya, Amharic
• Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
• Ability and comfortability working with people of varying socioeconomic backgrounds.
• Demonstrated ability to handle confidential and sensitive information possessing skills to handle situations in a professional and diplomatic manner.
• A high degree of collaboration and emotional intelligence, self-motivation, and analytical ability
• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Human Care Services.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to work independently and remain self-motivated with minimal direct supervision.
• Access to regular, dependable and timely transportation

Work Arrangement:

This role is required to report to work on-site and is ineligible for remote work. This position is expected to be in office during normal business hours from 8:30am-5:00pm Monday-Friday.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.
• Each program site operates on a 24/7 basis, 365 days per year. To meet both the needs of our participants and contractual obligations, employees are required to be flexible in regards to scheduling and work location.
• Program sites are located throughout the Chicago area, including the North and South sides of Chicago, as well as the suburbs. Employees may be required to report to any one of our locations on a temporary or permanent basis.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk and hear.
• The employee is regularly required to sit, stand and walk.

• The employee must occasionally lift and/or move up to 15 pounds.

Equal Opportunity Employer Statement

Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.

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