Administrative Services Coordinator

Catholic Charities Diocese of Springfield Illinois; Springfield (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Catholic Charities Diocese of Springfield Illinois seeks an Administrative Services Coordinator to coordinate agency-wide administrative support, supervise front office staff, and assist executive leadership with governance and program operations. The role focuses on regulatory compliance, quality improvement, and efficient organizational support across the agency.

Responsibilities include coordinating training, quality plans, risk management, board activities, and archival work, with

Qualifications

• Knowledge of office administration, records management, and organizational operations.
• Knowledge of board governance processes, meeting coordination, and minute preparation.
• Ability to coordinate multiple projects with minimal supervision.
• Strong organizational, planning, and problem-solving skills.

Responsibilities

• Coordinate training programs including tracking participation and resources.
• Coordinate Quality Improvement Plan activities and data collection.
• Oversee risk management, inventory, and fleet management.
• Coordinate board membership activities and reporting for Advisory and Corporate Board.
• Submit meeting minutes for Senior Management Team and Corporate Board.
• Supervise Front Office staff and manage office operations.
• Assist Executive Director with Corporate Board activities.
• Assist coordination of program activities under Director of Operations.

Skills

General office administration

Board governance processes

Project coordination

Strong communication

Confidentiality and judgment

Supervisory experience

Education

Bachelor's degree in Business Administration/Public Administration/Human Services/Nonprofit Management

Tools

Microsoft Office Suite

Job description

Responsible for the coordination and administration of agency-wide administrative support services, including employee training, quality improvement initiatives, risk management, board governance activities, accreditation, volunteer and intern processing, and office operations. Provides supervision of front office staff, supports executive leadership with board and organizational initiatives, coordinates agency events and records management, and assists with program operations as assigned. It is the role of the Administrative Services Coordinator to support the mission of Catholic Charities by ensuring efficient administrative operations, regulatory compliance, continuous quality improvement, and effective organizational support across the agency.

Job Duties

• Coordinate Catholic Charities training program including tracking employee participation, scheduling and researching training resources.
• Coordinate Catholic Charities Quality Improvement Plan including council membership and activities, data collection, internal on-site reviews, annual Agency Evaluation Report.
• Coordination of all risk management and inventory activities, including vehicle (fleet) management and FARS.
• Coordination of all board membership activities including tracking, processing and reporting for all Advisory Boards and Corporate Board.
• Submit meeting minutes for all Senior Management Team and Corporate Board.
• Supervise Front Office staff and coordinate office management activities for the administration office.
• Assist Executive Director with assigned Corporate Board activities.
• Assist coordination of IFS program activities under direction of Director of Operations.
• Coordination of all COA accreditation activities.
• Volunteer and Intern processing coordination.
• Coordination and planning with employee events and activities.
• Coordination of agency archival activities.
• Other duties as assigned.

Minimum Qualifications

Required Knowledge/Skills/Abilities

• Knowledge of general office administration, records management, and organizational operations.
• Knowledge of board governance processes, meeting coordination, and minute preparation.
• Ability to coordinate multiple projects and prioritize competing deadlines with minimal supervision.
• Strong organizational, planning, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn agency databases and software applications.
• Ability to establish and maintain effective working relationships with employees, volunteers, board members, community partners, and the public.
• Strong attention to detail and accuracy in maintaining records, reports, and compliance documentation.
• Bachelor's degree in Business Administration, Public Administration, Human Services, Nonprofit Management, or a related field preferred.
• Five (5) years of progressively responsible administrative or office management experience.
• Experience coordinating multiple organizational initiatives or projects.
• Prior supervisory experience preferred.
• Experience working in a nonprofit, healthcare, human services, or social services environment preferred.
• Experience supporting executive leadership, governing boards, accreditation activities, or quality improvement initiatives is desirable.

Related Job Requirements

Evening/weekend work and travel as required. Driving imperative position requires meeting all criteria set forth by our auto insurance carrier.

Who We Are

Catholic Charities is proud of its 100-year history of providing vital social services in our Diocese. As the official social service are of the Catholic Church, we maintain a substantial presence in ten communities throughout our twenty-eight counties of central Illinois. Area Offices operate in the communities of Alton, Carlinville, Decatur, Effingham, Granite City, Mattoon, Quincy, and Springfield. In addition, Catholic Charities manages facilities in Alton (Catholic Children's Home) and Beardstown (The St. Anne Residence). The agency has earned national reaccreditation through COA, the Council on Accreditation for Children and Family Services, which certifies that all programs meet best practice social service standards.

Our vast array of "Continuum of Care" services includes Professional Counseling Solutions, senior services and guardianship, health care, residential care, independent living, special education, Intact Family Services, food and clothing distribution, St. John's Breadline, Meals on Wheels in Decatur, the Crisis Assistance program, MedAssist, Mobile Food Pantry, Catholic Charities Legal Services, The St. Anne Residence and discount resale stores. Catholic Charities seeks to respond to the needs of its communities through these diverse programs. Every year, this objective is realized as literally thousands of children and families are positively impacted by our efforts.

Although being a member of the Catholic faith is not a requirement to be employed by Catholic Charities, it is expected and required of all employees to acknowledge and respect the right of Catholic Charities to develop policies, manage programs and administer benefits in accordance with the Teachings of the Roman Catholic Church.