Administrative Manager

Caritas Family Solutions; Waterloo (IL); On-site; USD 43,000 - 53,000; Full time

Benefits offered by this job

Generous Paid Time Off

Paid training

Health Insurance

Dental and Vision

Life insurance

403(b) with company contribution 5%

Tuition reimbursement

Job summary

Caritas Family Solutions in Illinois seeks an Administrative Manager (IDD Services) for a full-time exempt role reporting to the Executive Director of IDD Services. This position coordinates between program operations and Human Resources, IT, Finance, and Quality Improvement, supporting recruitment, onboarding, and staff communications across local offices.

The role requires strong communication, organizational, and problem-solving skills; two years in a fast-paced office setting, and experience

Qualifications

• Requires High School Diploma; Associate degree preferred.
• Minimum two years of experience in a fast-paced office environment supporting multiple departments.
• Experience in human resources, onboarding, recruitment coordination, or administrative management preferred.

Responsibilities

• Review resumes and applicants for vacancies.
• Coordinate and schedule interviews for supervisors and hiring managers.
• Support onboarding, orientation, and training enrollment.
• Ensure staff technology needs (computers, software, systems) are met.
• Coordinate travel and training logistics as needed.
• Serve as HR liaison and support HR processes and documentation.

Skills

Verbal and written communication

Attention to detail

Time management

Interpersonal skills

Problem solving

Education

High School Diploma

Associate degree

Tools

Microsoft Excel

Outlook

PowerPoint

Word

Database management software

Job description

Description

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs; we find new team members for rewarding and life-changing careers that make the world better.

If you are kind, patient, and ready to make a difference, we would love to meet you!

Full-time employees are offered the competitive benefits outlined below:

• Generous Paid Time Off
• Paid training
• Health Insurance
• Dental and Vision
• Life insurance
• 403(b) with company contribution 5%
• Tuition reimbursement

We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed.

Title: Administrative Manager
Department: IDD Services
Status: Full-Time, Exempt (Salaried)
Reports To: Executive Director of IDD Services
Starting Compensation Pay: $48,000 annually

PURPOSE: The Administrative Manager serves as the liaison between program operations and support departments including Human Resources, Information Technology, Finance, and Quality Improvement. This position partners closely with hiring managers to support recruitment, onboarding, and new hire preparation while facilitating effective communication between local offices and support departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Please note that the responsibilities and qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.

• Review resumes and applicants through Paycom for office vacancies.
• Coordinate and schedule interviews for supervisors and hiring managers.
• Support supervisors during candidate selection and communicate with Human Resources as needed.
• Manage all aspects of new hire onboarding, including orientation, training enrollment, and first-day preparation.
• Ensure staff technology needs are met, including computers, software access, and agency systems.
• Coordinate travel arrangements and training logistics when required.
• Work closely with HR Business Partners and supervisors to ensure HR processes and documentation are completed accurately.
• Serve as the primary HR contact for the office and facilitate communication regarding personnel issues and requests.
• Partner with IT Support to ensure equipment and system access are available for staff.
• Serve as a liaison between staff and IT when technology-related issues arise.
• Coordinate office donation initiatives and special events planning.
• Assist with Quality Improvement initiatives, including surveys, case reviews, and data collection activities.
• Additional Duties as Assigned.

Please note that the Responsibilities and Qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.

Requirements

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE REQUIRED/PREFERRED

Degree/Field Preferred: High School Diploma

Degree/Field Preferred: Associate degree

Additional Fields of Knowledge Important for the Role:

• Administration and management
• Human resources practices
• Office procedures and systems
• Personnel recruitment and onboarding
• Organizational communication
• Coordination of people and resources

Experience Required: Minimum of two years of experience successfully operating within a fast-paced office environment supporting multiple departments.

Experience Preferred: Additional experience in human resources, onboarding, recruitment coordination, or administrative management is preferred.

SKILLS REQUIRED

Manager-Specific: N/A

Basic: Strong verbal and written communication skills, active listening, critical thinking, reading comprehension, time management, attention to detail, and the ability to learn and apply new information effectively.

Social: Excellent interpersonal skills, service orientation, collaboration, coordination with multiple stakeholders, and the ability to effectively support and assist others.

Problem Solving/Decision-Making:
Ability to analyze complex situations, meet strict deadlines, evaluate options, exercise sound judgment, and improve systems and processes.

Resource Management: Ability to effectively manage financial, material, and personnel resources; coordinate the use of equipment and facilities; and manage personal workload and time while supporting the efficient use of organizational resources.

Technical: Knowledge of office technology, database management, applicant tracking systems, onboarding systems, and other software applications necessary to support administrative, human resources, and operational functions.

Proficient Computer Skills In: Microsoft Excel, Outlook, PowerPoint, Word, and database management software.

Expert Computer Skills In: N/A

Trauma-Informed: Must demonstrate a commitment to trauma-informed principles and practices, recognize the prevalence and impact of trauma on clients, families, staff, and communities, and actively promote safe, supportive, and welcoming environments that prevent re-traumatization and support positive outcomes.

VEHICLE RELATED REQUIREMENTS

Access to reliable transportation: Required
Access to a reliable automobile: Not required
Proof of continued insurance: Not required
Valid driver's license: Not required
Additional license requirements: N/A

DRUG-FREE WORKPLACE

Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this commitment, a strict drug-free workplace policy is maintained.