Operations Coordinator
15 days ago
Chicago
Job Description Title: Operations Coordinator Location: 2850 S. Wabash Chicago, IL 60616 Schedule: Hybrid, Monday to Friday (8:30am-5:00pm) Summary: The Workforce Development programs seek to provide high quality individualized employment placement services and wrap around supports to assist in building economic vitality and stability and long-term investment to build a better quality of life for participants and their families. We strive to provide meaningful programming to mitigate barriers to employment, coupled with cognitive behavioral interventions, education, social services, and career development. Under the general guidance of the Managing Director Workforce development, The Operations Coordinator position provides a broad range of specialized program support services to HHCS Transitional Jobs Programs, including but not limited to specialized project management and administrative tasks, data processing, onboarding, and training assistance, and records management. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below. The Operations Coordinator leverages industry knowledge and best practices to promote the mission and vision of Heartland Human Care Services. Supports culture development and management efforts. Why Join Us? • Make a meaningful impact on the lives of individuals seeking education and career pathways., • Collaborate with a diverse and passionate team dedicated to the mission and vision of our organization., • Providing flexibility and work-life balance., • Medical insurance. BCBS PPO, EPO, and HSA Plans, • Dental insurance., • Vision insurance., • 401(k) 3% Employer Contribution., • Paid maternity leave., • Paid paternity leave., • Commuter benefits., • Professional Development Assistance., • Disability insurance, • FSA Spending Account, • Life Insurance, • Employee Assistance Program Duties & Responsibilities • Works closely with Workforce Director, Associate Director, and Program Managers to provide comprehensive project management and administrative & clerical support administrative support to HHCS Employment Placement and Transitional Job programs., • Provides positive and proactive front-line employee customer service – resolving questions and concerns and providing clients, employees, and managers with requested information relating to program activities., • Assists in the development, coordination, and implementation of administrative policies and procedures related to program activities and employee onboarding and training., • Works with management and facilities operations team in management of vendor relationships, operating site services, supply orders, invoicing, and payments, • Processes program accounting/Concur requests, including PO# creation, client and staff service and product request, supply, and gift card/stipend orders., • Manages meetings scheduling and coordinating site visits, prepares materials and meeting space and other department-sponsored events as assigned. Ensure that all materials, handouts, and presentations are complete and up to date., • Performs routine administrative/support tasks including but not limited to filing, photocopying, receiving/distributing mail/packages, answering telephones and maintaining records, • Works with Safety and Security team on coordination of site coverage as needed and safety/security drills., • Completes program enrollments in Salesforce system, creates and maintains participant files, and manages records retention according to HHCS compliance and audit standards., • Ability to work out of multiple HHCS locations., • Abides by and is responsible for performing all duties as assigned and in accordance with all Environmental, Safety and Health regulations and practices of Heartland Human Care Services., • Assists with special projects as needed., • Associate’s degree from an accredited institution of higher learning in Business or related field required; Bachelor’s Degree preferred., • Minimum three (3) years of experience in Business/Management required. Equivalent combination of education and experience (5 or more years of experience), • Exceptional communication and customer service skills with experience collaborating with diverse work teams and stakeholders with the ability to effectively interact in a professional demeanor at all times with all levels of management, professionals, and other members of the organization., • Demonstrated ability to handle confidential and sensitive information possessing skills to handle situations in a professional and diplomatic manner., • Ability to prioritize work in a high-volume environment., • Intermediate to advanced experience with Microsoft Office, i.e. Microsoft Excel, Word, PowerPoint, Outlook and Google Docs, Windows operating systems; and other software routinely used by Heartland Human Care Services., • Demonstrated experience with a CRM system preferred (Salesforce), • A high degree of collaboration and emotional intelligence, self-motivation, and analytical ability, • Demonstrated ability to influence, lead and manage projects in a heavily matrixed environment., • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form., • Ability to work independently and remain self-motivated with minimal direct supervision., • Demonstrable ability to analyze and solve complex problems in accordance with established procedures and guidelines., • Ability to coordinate projects; communicate changes and progress; completing projects on time, • Demonstrates the ability to follow instructions, respond to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan, • Capable of working alone or on a team. Establish projects and goals based on observed need. This role is eligible for a “hybrid” or “remote” work arrangement. If hybrid, it is expected this person would be able to meet for “in person” meetings when needed or at the request of others. In-person meetings may be required on a regular basis (weekly, monthly, etc.). There may also be the availability to work from home when appropriate. Work Environment: • The noise level in the work environment is usually moderate., • Each program site operates on a Monday – Friday 8:30am – 5pm. To meet both the needs of our participants and contractual obligations, employees are required to be flexible in regard to scheduling and work location., • While performing the duties of this job, the employee is regularly required to talk and hear., • The employee is regularly required to sit, stand and walk., • The employee must be able to stoop, kneel and/or crawl., • The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms., • The employee must occasionally lift and/or move up to 25 pounds., • The employee must have unrestricted ability to provide physical restraint. Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.