Sr. Administrative Coord.

Ada Brand•Chicago, IL

5d•$64,000 - $67,000•Onsite

About The Position

Under the direction of the Senior Vice President of Child Development & Youth Services (CDYS), the Senior Administrative Coordinator provides high-level administrative support while coordinating administrative operations across CDYS programs. This position serves as the primary administrative liaison to the Senior Vice President and provides administrative coordination, guidance, and support to administrative staff across CDYS programs to promote consistency in administrative operations, customer service, and office procedures. The Senior Administrative Coordinator also oversees the day-to-day administrative operations of the Greenwood office, including supervision of the Greenwood Receptionist.

Requirements

High School Diploma or equivalent required.
Two (2) to four (4) years of progressively responsible experience providing executive administrative support, office administration, office management, administrative coordination, or related experience required.
Excellent organizational, planning, and time management skills with the ability to manage multiple priorities and meet competing deadlines.
Strong written, verbal, and interpersonal communication skills.
Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Strong customer service skills with the ability to establish and maintain effective working relationships with employees, leadership, community partners, and external stakeholders.
Ability to work independently, exercise initiative, prioritize competing demands, and meet deadlines with minimal supervision.
Strong analytical, organizational, and problem-solving skills with a high level of attention to detail.
Ability to coordinate multiple projects, meetings, and administrative activities simultaneously in a fast-paced environment.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and other business technology applications.
Ability to quickly learn and effectively utilize new software applications, systems, and technology.
Demonstrated professionalism, accountability, flexibility, adaptability, and commitment to continuous improvement.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Have the ability to deal with problems involving several concrete variables in standardized situations.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to clients and other employees of the organization.
While performing the duties of this job, the employee is regularly required to talk or hear.
The employee is frequently required to sit.
The employee is occasionally required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms.
The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Nice To Haves

An associate’s degree or coursework in Business Administration, Office Administration, Public Administration, or a related field is preferred.
Experience supporting senior-level leadership preferred.
Previous supervisory or lead administrative experience preferred.
An equivalent combination of education, training, and relevant experience will be considered.

Responsibilities

Provide high-level administrative support to the Senior Vice President by managing calendars, scheduling meetings, coordinating appointments, travel arrangements, and daily administrative priorities.
Coordinate meetings by preparing agendas, presentations, reports, meeting materials, recording meeting minutes, tracking action items, and monitoring follow-up activities.
Prepare, edit, and distribute correspondence, reports, presentations, and other business documents while maintaining confidentiality, professionalism, and accuracy.
Manage communications by screening inquiries, responding to routine matters, prioritizing requests, and directing communications to the appropriate staff.
Coordinate purchasing requests, expense reports, invoices, and other administrative documentation.
Support departmental initiatives, strategic projects, and leadership priorities by monitoring deadlines, tracking deliverables, and independently resolving routine administrative matters.
Coordinate administrative operations, communication, and workflow across multiple CDYS programs to promote consistency, collaboration, and operational effectiveness.
Maintain the CDYS master calendar by coordinating meetings, training, retreats, special events, and other departmental activities.
Develop, implement, and maintain standardized administrative procedures, forms, templates, records, and document management practices across CDYS programs.
Coordinate the collection, organization, and submission of reports, data, and administrative documentation requested by CDYS leadership.
Support the administrative onboarding and orientation of newly hired employees and assist with implementing department-wide administrative initiatives.
Oversee the day-to-day administrative operations of the Greenwood office, including front desk operations, office procedures, administrative systems, conference room scheduling, office supply inventory, mail distribution, and shared office resources.
Supervise, train, evaluate, and provide day-to-day directions to the Greenwood Receptionist to ensure exceptional customer service and efficient office operations.
Serve as the primary liaison with Facilities, Information Technology, Security, Property Management, and other internal departments regarding office operations and facility-related needs.
Support office safety initiatives, emergency preparedness activities, and administrative compliance requirements.
Monitor administrative workflows and recommend process improvements to increase operational efficiency, standardize administrative practices, and enhance service delivery across CDYS programs.
Serve as the primary administrative resource for administrative support staff across CDYS programs by providing guidance, answering questions, and promoting consistency in administrative procedures, scheduling practices, customer service, records management, and office operations.
Facilitate communication, collaboration, and the sharing of information and best practices among administrative support staff across CDYS programs.
Foster positive working relationships with internal and external stakeholders while supporting the operational goals and strategic priorities of Child Development & Youth Services.