Coordinator-Community Care

Mercy Home for Boys & Girls•Chicago, IL

20h•Onsite

About The Position

The Coordinator-Community Care provides high-level administrative, communication, and project support to the Vice President of Community Care. The role develops and maintains organizational systems that support the department’s daily operations and oversees complex and confidential administrative procedures and processes. The Coordinator supports Community Care leadership with operational, administrative, and programmatic processes related to member supports; coordinates department meetings, events, communications, files, supplies, and donations; and assists with budget monitoring, quality improvement, database implementation, and policy and procedure maintenance. The position also oversees the Mercy Home Storage Project for youth experiencing housing instability and helps ensure departmental compliance with Agency objectives, DCFS policies, and COA guidelines. This is a full-time position based at the West Loop Campus in Chicago. The regular schedule is Monday through Friday, 8 a.m. to 5 p.m., with occasional Saturdays during the year for events. Pay is $25 to $28 per hour.

Requirements

Bachelor’s degree or equivalent experience.
At least 3 years of prior office and clerical experience.
Excellent interpersonal, oral, and written communication skills.
Detail-oriented, with the ability to manage multiple projects and meet deadlines promptly.
Proficiency in Microsoft Word, Excel, and Outlook, and ability to become proficient in other software packages and programs.
Valid Illinois driver’s license; ability to drive a van, maintain a clear driving record, and retain driving approval through the Department of Children and Family Services.
Comfort with numbers and ability to perform simple statistical analysis.
Ability to maintain confidentiality.
Ability to work independently and as an active team member.
Ability to maintain a professional demeanor and exercise judgment and discretion.
Ability to follow oral and written instructions.
Maturity and sensitivity to cultural and individual differences.
Ability to attend required Agency trainings and maintain training compliance, including flexibility to attend daytime trainings or sessions outside regularly scheduled hours.
Commitment to the mission, values, and goals of the Agency.
Regular and predictable attendance.

Responsibilities

Assist Community Care leadership with the development, implementation, and monitoring of operational, administrative, and programmatic processes and activities related to member supports.
Lead planning for major Community Care events, including the Christmas Party and Summer Picnic, and facilitate planning for other special events.
Participate in strategic planning meetings and committees as needed; track project timelines, follow up on action items, and prepare status reports.
Prepare meeting agendas and materials, take notes, and document follow-up tasks during department meetings.
Serve as the primary contact between department staff and external stakeholders.
Create, maintain, and update Community Care member files in compliance with applicable federal, state, COA, and DCFS regulations.
Partner with Residential and Admissions coworkers to maintain former youth files and respond to former youth file requests.
Assist with implementation of the Agency database system; monitor entries, run data exports, and complete documentation audits.
Help coworkers organize and complete paperwork, including member and program documentation and filing.
Create, update, and maintain organizational systems, including budget tracking, bus card usage, publicity releases, consent forms, and releases of information.
Maintain copies of regularly used paperwork, including informed consent forms, bills of rights, release-of-information consents, check requests, and related documents.
Maintain the order, cleanliness, and appearance of the department, including the donation and supply closets.
Manage and track distribution of Community Care donations.
Coordinate paperwork with outside agencies, organizations, and individuals, including file requests and MOUs.
Maintain updated Community Care member mailing lists, forward mail to members, and manage the overall mailing system.
Oversee department operations and supplies, including food orders and office supplies.
Assist with departmental budget monitoring, including tracking expenses, invoices, and petty cash.
Assist with development, achievement, and assessment of department quality-improvement goals, meeting agendas, and processes.
Oversee all aspects of the Mercy Home Storage Project for youth with housing instability.
Handle general office calls warmly and connect members with the appropriate intake staff or other team members.
Maintain an Agency resource list, Community Care brochure, and other promotional materials.
Assist with communications to Agency staff and community members about Community Partnership activities, including agendas, meeting notes, acknowledgment letters, and relevant information or events.
Assist with maintaining and implementing the department policy and procedure manual.
Reserve meeting rooms for trainings, workshops, meetings, and events.
Ensure compliance with departmental objectives, the Agency mission, DCFS policies, and COA guidelines.