HR & Finance Coordinator

The Academy Group, Inc. • Chicago, IL

1d • Hybrid

About The Position

The HR & Finance Coordinator will provide essential support to The Academy Group’s Finance and HR teams, contributing to data-driven decision-making, operational efficiency, and employee engagement. This role combines administrative and analytical responsibilities, supporting financial processes, human resources initiatives, and organizational performance tracking. The ideal candidate is highly organized, detail-oriented, and collaborative, with a passion for contributing to a mission-driven organization.

Requirements

• Bachelor’s degree in Finance, Human Resources, Business Administration, or a related field required or a minimum of 2 years of equivalent experience in an administrative or coordinator role, with exposure to both HR and Finance functions.
• Strong understanding of financial principles, accounting practices, and HR policies.
• Proficiency with financial software (e.g., Bill.com, RAMP, Excel) and HR platforms (e.g., ADP, Google Suites, Slack).
• Excellent organizational, analytical, and time-management skills.
• Experience conducting research and compiling analytical data to extract insights and support decision making.
• Detail-Oriented: Ability to manage multiple tasks simultaneously while maintaining a high level of accuracy.
• Strong Communication Skills: Excellent written and verbal communication skills to effectively interact with employees and leadership.
• Problem-Solving & Initiative: Self-motivated, resourceful, and proactive with a demonstrated ability to resolve issues and drive process improvements.
• Collaborative & Team-Oriented: Strong ability to work cross-functionally and build relationships across departments.
• Growth Mindset: Open to feedback and committed to continuous professional development.
• Service-Oriented Attitude: Positive, solution-focused approach to challenges, with a dedication to excellence and customer service.
• Experience in managing confidential information with integrity and professionalism.
• Ability to thrive in a fast-paced, changing environment.
• Willingness to contribute to the organization’s mission and values, particularly in areas related to diversity, equity, and inclusion.

Responsibilities

• Onboarding & Offboarding: Coordinate the onboarding process, including preparing first-day materials and presenting HR-related items to new hires. Coordinate offboarding processes for full-time and seasonal staff, including preparing materials, updating handbooks, and managing compliance tasks.
• Documentation & Reporting: Maintain and update HR records, policies, and benefits documentation. Generate periodic HR reports for leadership.
• Create, maintain, and distribute critical HR documents such as PTO policies, holiday calendars, and employee handbooks.
• Employee Engagement: Collaborate with the DEI team to plan and execute monthly activities that promote inclusivity and employee well-being.
• Training & Development: Support training initiatives by creating presentations, organizing learning sessions, and tracking attendance and feedback.
• Compliance: Ensure adherence to HR & payroll related policies and regulations, maintaining an audit-ready filing system.
• HR Support: Assist in employee lifecycle processes, including interviews, onboarding, and updating HR policies. Respond to employee inquiries and communicate HR materials as needed.
• Recruitment Support: Assist with posting job openings, coordinating candidate communications, scheduling interviews, and maintaining applicant tracking records.
• Performance Management: Assist in coordinating performance review cycles, tracking completion, and maintaining related documentation.
• Branding: Support HR-related branding efforts, including maintaining consistent tone and visual identity across job postings, employee communications, handbooks, and internal HR materials that reflect The Academy Group's culture and values.
• Procurement & Accounts Payable: Manage vendor onboarding and invoice processing/coding in alignment with the organization’s chart of accounts, expense policy, and budget.
• Monthly Financial Close: Assist in closing activities, such as credit card reconciliations, bank activity, and general ledger review and corrections.
• Budget Tracking: Assist in preparing budget-to-actuals reports, tracking consultant spending, and providing periodic updates to budget leads.
• Data Coordination: Support data entry, organization, and tracking for multiple projects or initiatives, including developing customized tracking tools and dashboards as needed.
• Compliance: Maintain accurate and timely financial records in accordance with Generally Accepted Accounting Principles (GAAP) and nonprofit accounting standards. Ensure compliance with internal controls, organizational policies, and applicable federal, state, and grant regulations.
• Audit Support: Maintain audit ready files. Source and organize documentation for financial and benefits audits.
• Systems & Process Improvement: Collaborate with the finance team to implement and document standard operating procedures, streamline workflows, and enhance data capabilities as the organization grows.
• Training and Development: Support the training and onboarding of staff, members, and consultants related to Finance policies and processes.

Benefits

• The Academy Group offers a competitive salary and a comprehensive medical, vision, dental, and 401 (k) package with employer match.
• In addition, our team is awarded 80 hours of Wellness Days and can accrue up to 120 hours of vacation per year.
• We encourage all employees to use Paid Time Off to promote work-life balance and support their mental and social well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees