Job Description
Aspire Chicago is a mission-driven organization seeking a Coordinator for their Human Resources and Philanthropy Teams. This role provides essential administrative and operational support, ensuring smooth day-to-day operations and effective execution of people-focused and donor-facing initiatives.
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
Skills
- 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
- Experience with HRIS and Learning Management Systems
- Experience with Virtuous or a comparable CRM/database system
- Experience with project management software
- 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
- Advanced Excel skills
Company Overview
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