Hybrid Operations & Office Administrator

Civic Federation; Chicago (IL); Hybrid; USD 65,000 - 70,000; Full time

Benefits offered by this job

20 days PTO annually

Health and dental insurance

Retirement savings via PEO

Hybrid work environment

Professional growth & learning

Job summary

The Civic Federation seeks an Operations and Office Administrator to serve as the organizational backbone, coordinating finance, HR, governance, and office systems to keep the nonprofit running smoothly. Reporting to the Chief of Staff, the role supports staff across research, programming, development, and leadership while building efficient processes and reliable administrative operations.

Ideal for an organized professional with 3–5 years in operations who enjoys wearing many hats and

Qualifications

• Bachelor's degree or equivalent professional experience.
• 3–5 years in operations, administration, nonprofit management, or related field.
• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities, work independently, and adapt to changing needs.
• Professionalism, discretion, and ability to handle confidential information.

Responsibilities

• Manage day-to-day operations including vendor relationships, office coordination, supplies, and subscriptions.
• Administer organizational calendar, general email, and other administrative systems.
• Provide administrative support to staff and maintain efficient office systems and processes.
• Enter financial data into accounting software and assist with monthly close activities.
• Coordinate with external accountants and the PEO on payroll and HR processes.
• Support leadership with scheduling, governance records, and board logistics.

Skills

Organizational skills

Communication skills

Project management

Multitasking

Discretion & confidentiality

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office 365

Cloud-based platforms

Job description

The Civic Federation seeks an Operations and Office Administrator to serve as the organizational backbone, coordinating finance, HR, governance, and office systems to keep the nonprofit running smoothly. Reporting to the Chief of Staff, the role supports staff across research, programming, development, and leadership while building efficient processes and reliable administrative operations.

Ideal for an organized professional with 3–5 years in operations who enjoys wearing many hats and