Administrative Coordinator

Jobtailor

Chicago (IL)

On-site

USD 50,000 - 70,000

Full time

14 days+

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Job summary

Jobtailor in Chicago seeks a detail-oriented Volunteer Coordinator to monitor postings, manage listings across platforms, and respond to inquiries.

You will ensure compliance with IDHS SNAP/Medicaid requirements, onboard volunteers, track hours, and support admin tasks for leadership, using Google Workspace and the Manage My Case dashboard.

Qualifications

Bachelor's Degree or 3+ years of experience in administrative or human services profession.
Proficiency in Google Workplace (calendar, gmail, docs, sheets, forms)
Strong organizational skills and attention to detail; ability to manage multiple tasks
Experience organizing large projects and coordinating with stakeholders
Excellent interpersonal skills and relationship-building with staff, volunteers and partners
Proactive problem-solving with sound decision-making capabilities
Ability to meet deadlines in a fast-paced environment
Compliance with Anti-racism, Anti-oppression, and trauma-informed frameworks

Responsibilities

Monitor and maintain volunteer postings across platforms to ensure visibility.
Track, update, and manage volunteer listings across organizational platforms and public boards.
Serve as the primary contact for volunteer inquiries; respond to emails with clear timelines.
Collect and screen preliminary volunteer details to align with IDHS mandates.
Schedule and conduct onboarding sessions for volunteers on a rolling basis.
Build and manage volunteer schedules to meet 20 hours per week (80 per month) SNAP goals.
Educate volunteers on policies, site safety, and logging hours accurately.
Assist volunteers with the Manage My Case dashboard and ABE portal for status and eligibility checks.
Maintain up-to-date knowledge of IDHS eligibility for SNAP/Medicaid.
Attend trainings to stay updated on SNAP/Medicaid requirements and compliance.
Prepare and distribute verification letters and compliance forms.
Support SNAP/Medicaid recertification of volunteers.
Develop trainings for participants in the volunteer program.
Keep logs of completed volunteer hours and support internship inquiries.
Coordinate logistics for executive engagements, travel, and meetings.
Support the Executive Team and take meeting minutes as needed.
Prepare reports and packets for board meetings.
Other duties as assigned.

Skills

Google Workspace

Organizational skills

Interpersonal skills

Project management

Attention to detail

Scheduling

Problem solving

Education

Bachelor's Degree or 3+ years experience

Tools

Google Calendar

Google Gmail

Google Docs

Google Sheets

Google Forms

Manage My Case Dashboard

ABE Portal

Job description

Monitor and maintain volunteer postings.
Actively track, update, and manage volunteer listings across organizational platforms and external public boards (e.g., Serve Illinois, local community networks) to ensure visible pathways for individuals seeking qualification hours.
Serve as the primary point of contact for all volunteer inquiries; promptly acknowledge and respond to high volumes of prospective volunteer emails, ensuring accurate timelines and clear next steps are communicated.
Collect and screen preliminary volunteer details (names, dates of birth, and case details) to align their tracking requirements with Illinois Department of Human Services (IDHS) mandates.
Schedule and conduct individual onboarding sessions for incoming volunteers on a rolling basis.
Build and manage volunteer schedules to ensure participants are consistently provided enough service opportunities to securely meet their mandatory 20 hours per week (80 hours per month) threshold for SNAP Benefits.
Educate incoming volunteers on organizational policies, site safety, and the rigid reporting mechanics required to log their hours accurately.
Assist volunteers in accessing and utilizing the "Manage My Case" dashboard to verify their status, review state correspondence, and check the "Check if I meet SNAP work requirements" screening tools.
Guide volunteers through the Illinois Application for Benefits Eligibility (ABE) portal (www.abe.illinois.gov), directly assisting them in troubleshooting account creation, password resets, and initial application entries if needed.
Maintain an up-to-date understanding of Illinois Department of Human Services (IDHS) eligibility standards, income thresholds, and specific exemptions for both SNAP and Medicaid.
Attend relevant training and convenings to stay updated on new trends, requirements, and compliance standards for SNAP and Medicaid eligibility.
Complete, sign, and distribute official organization verification letters and state-specific compliance forms (such as the IDHS SNAP Activity Report Form IL444-2610).
Support SNAP/Medicaid recertification of volunteers.
Develop trainings for participants in the volunteer program.
Keep internal logs of completed volunteer hours to match state records.
Serve as the primary point of contact for internship inquiries and screening interns for various agency programs.
Support scheduling for the Executive Director and Executive Team.
Oversee administrative tasks for the Executive Director/Team such as obtaining signatures, managing credit card reconciliation (compiling receipts, filling out forms, sending to the finance department), reimbursement forms, supply requests and tracking PTO.
Coordinate travel arrangements and prepare itinerary for ED external appearances, meetings, events, travel, conferences etc.
Coordinate logistics for in-person meetings such as securing facilities and coordinating catering.
Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all E-team related meetings as appropriate.
Assist the Executive Team in coordinating the agendas and taking minutes of various meetings.
Support the Chief of Staff in secure speaking engagements and coordinates appearances for ED.
Prepare and assemble reports and packets in advance of board meetings.
Arrange all Board meetings in a timely manner including securing space, collecting all relevant materials for Board members, setting up conference lines, and taking minutes.
Support administrative projects.
Other Job duties as assigned.

Requirements

Bachelor's Degree or 3+ years of experience in administrative or human services profession.
Proficiency in Google Workplace (calendar, gmail, docs, sheets, forms)
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrated ability to organize and manage the progress of large projects.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, volunteers, and external partners.
Demonstrated proactive approaches to problem-solving with sound decision making capability.
Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment.
Flexible, adaptable and self-led attitude
Consistently learning and working within the following frameworks: Anti-racism, Anti-oppression, Positive Youth Development, Trauma-informed and Balanced and Restorative Justice.
Must successfully complete the Alternatives Internal Leadership Pipeline Program within two attempts as a condition of continued employment. Failure to meet this requirement may result in termination.
Committed to working in a community-based, youth-centered organization, with flexibility, cultural responsiveness, and a high level of professionalism and confidentiality.
The COVID vaccine is mandatory for all employees to the full extent permissible under applicable law.

Core Competencies

Demonstrates strong organizational and interpersonal skills to effectively manage volunteer programs and administrative tasks while ensuring compliance with Illinois Department of Human Services standards. Proficient in utilizing Google Workplace tools to streamline communication and project management.

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