Operations and Admin Coordinator

Overview

Recruiting Coordinator at City Staffing | 2024 Chicago Tribune #1 Top Workplace

This is a hybrid position in Downtown, Chicago.

Start Date: ASAP

Location:
Hybrid | Downtown Chicago, IL

Schedule:
Full-Time | Monday-Friday

Duration:
Temporary to Permanent

Our client, a national nonprofit public health association, seeks an Operations Services Coordinator to assist their sales and marketing team. This role will help oversee the implementation of business technology for the sale of products in addition to taking on some executive support tasks for the Sales Vice President.

Assists with Implementation of Technology & New Business Processes 50%

• Convenes stakeholders to understand the identified business improvement tools/technology and ensures successful implementation and adoption.
• Work with leadership to prioritize training and help to schedule/coordinate training for the team.
• Work with leadership to build checklists, implement processes and documentation for all employee activity.
• Responsible for all e-book report & payment processes.
• Proactively identify needs and solutions, documenting through flowcharts and reports.
• Communicates to senior staff with respect to due dates, assignments, new processes, and updated standards.

Administrative/ VP Support 50%

• Maintain high-level of accessibility and confidentiality in documentation. Manage distribution lists, SharePoint, mailboxes, and material production for other programs as needed.
• Communicate all requests from staff and senior management to VP, ensuring prompt response, prioritizing appropriately, and maintaining confidentiality.
• Prepare weekly reports as required.
• Submit and ensure payment of VP’s business expense reports in a timely manner; monitor credit card account. Research and track questions/discrepancies regarding travel budgets, policies, and processes.
• Prioritize and maintain VP’s calendar of activities and related details.
• Assist with the development of VP presentations and memos.
• Provide support for SVP and training of assistant to SVP as needed.

• 3+ years work experience in an operations or project coordination/implementation role required.
• Background in project management and able to document and adhere to business processes and technical requirements along with a sense of project ownership required.
• Solid written and oral communication and interpersonal and social skills to interact with staff and management required.
• Ability to work in a fast-paced multi-task environment while meeting strict guidelines required. Must be self-motivated and able to take initiative. Independently completes requests as specified and on timeline; escalates issues to manager where appropriate.
• Outstanding computer skills in Microsoft Office products specifically flow chart software as well as Excel graphs and charts.
• Previous experience building dashboards; experience in Power BI preferred.
• Excellent analytical skill along with a high level of attention to detail required.
• Professionalism and discretion in the handling of confidential and sensitive information required.

City Staffing is committed to diversity, equity, and inclusion (DEI) in all aspects of our business. As a women-owned and operated business, WBE certified, we recognize the importance of creating an inclusive and welcoming work environment for all individuals regardless of age, race, creed, color, national origin, sex, ability, marital status, gender identity and/or expression, or sexual orientation.

• Seniority level:
  Associate
• Employment type:
  
  Full-time
• Job function:
  Administrative, Information Technology, and Project Management
• Industries:
  Non-profit Organizations, Public Health, and Higher Education

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