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Operations Manager

  • Interfaith Youth Core
  • 141 West Jackson Boulevard, Chicago, IL, USA
  • Mar 02, 2020
Full time Admin-Clerical Facilities General Business Human Resources Nonprofit-Social Services

Job Description

ABOUT US
Interfaith Youth Core (IFYC) has grown and evolved since our founding in 2002, adapting fearlessly to meet the complex challenges of 21st century worldview diversity. We have gone from running interfaith youth programs in church, mosque, and synagogue basements to shaping a national narrative about the power and potential of civic religious pluralism while focusing on the society-transforming power of higher education. Today, we are engaging with college administrators, faculty, students and leaders across hundreds of campuses and higher education associations deepening relationships and building interfaith cooperation. At IFYC, we’re ever adapting and changing. We look for people who set audacious goals and love that one workday may not be like the next. We are serious about our vision of an America where people of different faiths, worldviews, and traditions bridge divides and find common values to build a shared life together. We seek to build a team comprised of the diverse identities we need to achieve our vision, and we strongly encourage candidates who are underrepresented in many interfaith spaces to apply.

ABOUT YOU
You’re living your best worklife when you are supporting others in doing impactful, meaningful work and are energized by working with a team of mission-driven interfaith leaders. You are someone who thrives in a fast-paced, adaptable environment where one day won’t look like the next. You look for ways to improve efficiency and can anticipate the needs of others. You have a reputation of completing tasks on time with the highest-level of accuracy. Pride in your work shows and you take personal responsibility in achieving your goals and supporting those of your colleagues.

Responsibilities:

Operations:
• Manages day-to-day office operations, including administration, kitchen and supply stocking, postage/shipping/mail distribution, office inventory, organizing workspaces, and facilities improvements.
• Acts as the main point-of contact for staff to submit any facilities-related issues. Take appropriate measures to see resolution of issues through to successful completion.
• Acts as the main point-of-contact with the Chicago Board of Trade (CBOT) staff for building security, housekeeping and office maintenance related items. Distributes relevant CBOT building notices to staff.
• Manages a facilities budget, approves expenses and maintains operations within a fiscal year budget.
• Ensures all aspects of the office are clean, functional and safe.
• Manages company reception to ensure timely and tactful telephone, email, face-to-face, and mail communications with internal and external contacts at all levels. Serves as main point-of-contact between staff and building security.
• Implements office systems, procedures and equipment procurement to maintain and improve office efficiency.
• Maintains an updated contact list of office vendors and tracks service requests and purchase requests to ensure the provision of efficient and cost-effective services.
• Assists in developing and maintaining well-organized administrative files.
• Assists in coordinating staff meeting logistics, including presentation uploads, note taking, and facilitating remote staff participation
• Assists program teams with supplies, mailings, as well as preparations for internal/external organization programs and events. Assists the Campus Engagement team in travel preparations. Responsible for occasional other special administrative requests from program teams as approved by the VP of Programs.
• Ad hoc duties as assigned

Executive Office:
• Assists in scheduling and coordinating logistics for Executive Office meetings and Board of Director meetings and committee meetings including presentation/print materials, food and Director travel
• Assists in arranging complex and detailed travel plans Executive Team members including itineraries, agendas and materials for related meetings
• Reconciles Executive Team credit card purchases and prepares expense reports and payment requests
• Drafts external messages, proof reads and formats documents for the Executive Assistant/Office Manager
• Inputs data regarding the President’s trips and events into Salesforce
• Ad hoc duties as assigned

Human Resources:
• Supports recruitment processes by researching sourcing options, posting positions, scheduling interviews and preparing interview packets
• Assists in the planning and execution of The Committee events
• Assist with the administration, benefit changes and planning of Open Enrollment
• Responsible for coordinating onboarding for new hires, including binders, setting up desks and scheduling orientation
• Conduct I-9 audits and maintain I-9 binder
• Processes employment verifications as requested
• Assists with onboarding and off-boarding procedures and updates all systems accordingly
• Completes data entry in payroll system of new hires, rehires, terminations, status changes, and all critical and non-critical employee information changes
• Manages monthly bill reconciliation for all benefits
• Performs administrative and clerical tasks such as filing personnel records and other HR-related tasks
• Ad hoc duties as assigned

Required Qualifications:
• 3+ years of relevant experience
• Strong project management and organizational skills
• Proven ability to meet deadlines and work well under pressure while maintaining attention to detail
• Strong interpersonal skills to collaborate with colleagues as well as being the first point of contact for IFYC guests on the phone and in person
• Proven ability to handle confidential information with discretion.
• Strong competence in Microsoft Office (Word, PowerPoint, Excel); willing to learn and utilize organization-wide constituent relationship management software
• Authorization to work in the United States

Preferred Qualifications:
• High level of religious literacy and fluency in diversity, pluralism, and inclusion

Essential Qualities:
• Passionate commitment to IFYC’s mission of making interfaith cooperation the norm in America
• Impeccable professional presence
• Excellent skills in writing, communication, and presentation
• Leadership skills and the ability to build and manage professional relationships
• Ability to multi-task and balance multiple ongoing projects
• Collaborative nature; flexibility and agility in problem-solving

Compensation and Benefits: $55,000 – $65,000 annually plus free medical, dental, vision, and disability insurance for employee-only coverage. Those who wish to cover their dependents can contribute through payroll for dependent health coverage. Generous time off policies that include paid time off, floating holidays, fixed holidays, sick leave and paid parental leave.

Application requirements: Please upload your cover letter that includes why you want to work at IFYC and your resume