Coordinator, Human Resources and Philanthropy

Aspire Chicago•Hillside, IL

2d•Onsite

About The Position

The Coordinator, Human Resources and Philanthropy is a shared, mission-driven role that provides essential administrative and operational support to both the People (HR) and Philanthropy Teams. This position plays a key role in ensuring smooth day-to-day operations, strong internal coordination, and effective execution of people-focused and donor-facing initiatives. The ideal candidate is highly organized, detail-oriented, and comfortable balancing multiple priorities across teams. This role is well-suited for someone who enjoys supporting others, working behind the scenes to keep systems running smoothly, and contributing to a mission-driven organization.

Requirements

High School Diploma or GED
Minimum of one (1) year of human resources-related administrative experience
Intermediate proficiency with Microsoft Office Suite, required (advanced Excel skills preferred)
Valid driver’s license with a good driving record required
Maintains strict confidentiality of information and conversations
Strong attention to detail and accuracy
Excellent organizational and time management skills; ability to multitask and prioritize
Clear and effective written and verbal communication skills
Customer-service oriented with a helpful, solution-focused mindset
Approachable and able to build strong working relationships across all levels of the organization
Comfortable learning and troubleshooting new technologies and systems
Collaborative team player who works well with diverse personalities
Adaptable, flexible, and accountable
Proactive problem-solver with an interest in improving processes

Nice To Haves

Experience with HRIS and Learning Management Systems
Experience with Virtuous or a comparable CRM/database system
Experience with project management software

Responsibilities

Maintain compliant active and terminated employee files, ensuring all required documentation is filed accurately and timely.
Create and manage new hire files, ensuring paperwork is organized in appropriate sub-folders and maintained according to compliance guidelines.
Maintain independent contractor and consultant files in accordance with record retention and compliance requirements.
Process termination files and ensure required documentation is retained per record retention guidelines.
Maintain accurate team member data on the Department of Human Services (DHS) Registry.
Complete DHS annual background checks for all team members and contracted individuals.
Conduct annual license and background checks (e.g., driver’s license, background checks, CANTS).
Support audits and surveys conducted by regulatory agencies by providing employee file documentation as requested.
Support gift acknowledgment and stewardship processes, including printing, gathering signatures, scanning, mailing, and filing acknowledgment letters.
Assist with data health initiatives such as de-duplication, updating contact information, and broader database maintenance efforts.
Collaborate with the Philanthropy team on CRM/database management, including monitoring data integrity, preparing reports, and supporting onboarding to new systems and processes.
Perform basic data entry on a project-by-project basis, with opportunities to take on increased responsibility in data management and gift entry as skills develop.
Schedule philanthropy- and fundraiser-related meetings and document meeting notes.
Make purchases and place orders as needed.
Deliver or mail collateral and documents; assemble in-house mailings.
Assist in maintaining up-to-date documentation for database, team communication, and development system processes through the Philanthropy Team handbook.
Support management of in-kind donation inquiries, including coordination with internal team members and follow-up with donors.
Coordinate the Philanthropy team calendar to enhance communication and support team meetings, celebrations, and outings.
Maintain and organize documents, folders, materials, mailings, facility tours, and philanthropy initiatives.
Provide event planning and implementation support for philanthropy, marketing, and volunteer events.