Operations Specialist NIJC

National Immigrant Justice Center; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

National Immigrant Justice Center (NIJC) in Chicago seeks an organized Operations Specialist to support day-to-day business operations. This role covers office management, recruiting support, vendor relations, and hardware inventory management.

The ideal candidate is proactive, tech-savvy, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. Bachelor's degree and 2+ years in operations or admin roles are preferred.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 2+ years of experience in operations, office management, or administrative roles (HR experience helpful).
• Strong organizational and multitasking skills with attention to detail.
• Proficiency with Microsoft 365, Word, Excel, PowerPoint, SharePoint and IT systems
• Excellent communication and interpersonal skills.
• Ability to work independently and proactively solve problems.

Responsibilities

• Oversee daily office operations to ensure a productive workspace.
• Manage office supplies, equipment, and facilities across locations.
• Serve as point of contact for employee requests and office issues.
• Support recruiting with postings, ATS management, reporting, and candidate communications.
• Assist with onboarding and offboarding processes.
• Create reports and visuals for HR and Operations teams.
• Maintain recruitment reports and hiring pipelines.
• Develop SOPs for tasks and procedures.
• Coordinate with IT vendors on hardware provisioning and repairs.
• Track asset lifecycle and documentation.

Skills

Organizational skills

Multitasking

Communication

Problem solving

Customer service

Collaboration

Education

Bachelor's degree or equivalent experience

Tools

Microsoft 365

SharePoint

ATS platforms

HRIS systems

Job description

About NIJC

The National Immigrant Justice Center (NIJC) advances human rights and due process for immigrants, refugees and asylum seekers through direct legal services, impact litigation, advocacy, and public education. Headquartered in Chicago with offices in Washington, DC, Indiana, and San Diego, NIJC's team of over 100 attorneys, paralegals, and professionals, along with 2,000 pro bono attorneys, is at the forefront of immigration reform.

Job Summary

We are seeking a highly organized and detail-oriented Operations Specialist to support day-to-day business operations. This role is critical in ensuring efficient office management, supporting recruiting efforts, managing vendor relationships, and maintaining computer hardware inventory and functionality. The ideal candidate is proactive, tech-savvy, and able to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities:

General Duties and Recruiting Support

• Oversee daily office operations to ensure a productive and well-functioning workspace
• Manage office supplies in multiple locations, equipment, and facilities needs
• Act as a point of contact for employee requests and office-related issues
• Support recruiting team with job postings across platforms, managing applicant tracking systems (ATS), reporting results and coordinating candidate communications
• Assist with onboarding and offboarding employees
• Create reports and graphics based on data for HR and Operations teams.
• Help maintain recruitment reports and hiring pipelines
• Create SOP's for various tasks and procedures
• Comfortable working with data
• Computer Hardware and Asset Management
• Working with third party vendors, managing inventory, service requests, and maintenance of company computer hardware and printers.
• Coordinate onboarding/offboarding hardware provisioning and recovery
• Troubleshoot basic hardware issues and liaise with external IT support vendors as needed
• Track hardware lifecycle, warranties, and replacement schedules
• Maintain accurate asset management records and documentation

Qualifications:

• Bachelor's degree or equivalent experience preferred
• 2+ years of experience in operations, office management, or administrative roles (human resources experience helpful)
• Strong organizational and multitasking skills with attention to detail
• Proficiency with Microsoft 365, Word, Excel, PowerPoint, SharePoint and IT systems
• Excellent communication and interpersonal skills
• Ability to work independently and proactively solve problem
• Skills & Competencies:
• Demonstrated problem-solving skills
• Adaptability and flexibility
• Time management and prioritization
• Strong customer-service orientation
• Collaboration and teamwork
• Experience with asset management or inventory systems
• Familiarity with HR tools (ATS platforms, HRIS systems)
• Intermediate to advanced Excel skills
  • Experience coordinating with vendors and managing contracts
  • Basic technical troubleshooting knowledge

Physical Abilities Statement:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to remain in a stationary position for 50% of the time.
• This position occasionally requires moving about the inside of the office to access filing cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a copy machine.

It is the policy of NIJC not to discriminate against any applicant for employment, or any employee because of age, color, sex, disability, national origin, race, religion, or veteran status. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.