Executive Assistant & HR/Records Coordinator

YMCA of Metropolitan Chicago; Chicago (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

YMCA of Metropolitan Chicago seeks an Administrative Coordinator to assist the Operation and Early Learning Directors with logistics, meetings and program support. The role includes preparing monthly reports for management and funders, maintaining compliant recordkeeping, and aiding in annual program assessments across eight sites.

You will monitor licensing standards, update HR data for ELN funding, and coordinate agendas, minutes and communications with parents and sites. On-site work required.

Qualifications

• Must have a high school diploma or equivalent with specialized training and 3+ years’ experience.
• Knowledge with city, state, and Head Start Performance Standards.
• Advance knowledge of clerical and office responsibilities with experience working with Microsoft Office Suite.
• Commitment to, and a passion for, the YMCA of Metro Chicago’s mission.
• Ability to organize and prioritize multiple, competing priorities to maximize personal and team effectiveness.
• Ability to keep detailed, accurate and complete records and documentation as needed.
• Intermediate proficiency in Microsoft Office (Word, Excel), email; ability to learn and adapt to new technology.
• Meet physical qualifications required as outlined in job description. The YMCA will provide reasonable accommodations for persons with disabilities.

Responsibilities

• Assist Operation Director and Early Learning Director with logistic needs and event preparations.
• Collect, compile and prepare monthly reports for review by management and submission to funding agencies.
• Establish and maintain recordkeeping systems and reports in accordance with funding sources.
• Assist in conducting and completing annual program assessments and reviews.
• Distribute agendas, meeting minutes and attendance records to sites and update resources.
• Monitor HR in licensing systems to meet city/state requirements and Head Start standards.
• Track and update license statuses for city and state licensing of childcare programs.
• Maintain adequate levels of department office supplies and process orders.
• Maintain professional conduct and confidentiality and support compliance with reporting laws.
• Provide HR compliance training and assist site staff with filing.
• Enter and update HR data for ELN funding compliance.
• Track background clearance information for grant compliance.

Skills

High-level organizational skills

Clerical experience

Attention to detail

Record keeping

Communication skills

Education

High school diploma or equivalent with specialized training

Tools

Microsoft Word

Microsoft Excel

Microsoft Office Suite

Job description

YMCA of Metropolitan Chicago seeks an Administrative Coordinator to assist the Operation and Early Learning Directors with logistics, meetings and program support. The role includes preparing monthly reports for management and funders, maintaining compliant recordkeeping, and aiding in annual program assessments across eight sites.

You will monitor licensing standards, update HR data for ELN funding, and coordinate agendas, minutes and communications with parents and sites. On-site work required.