Administrative and Operations Coordinator

Kinship Foundation | Chicago, Illinois

Background

Kinship Foundation is a private operating foundation with three focus areas: biomedical research, education, and environmental conservation. The Foundation develops and supports Grantmaking initiatives in Chicago through the Searle Funds at The Chicago Community Trust; operates Kinship Conservation Fellows, a global environmental leadership program; and manages the Searle Scholars Program, a biomedical research grant program. 

Job Summary

Kinship Foundation is seeking an Administrative and Operations Coordinator to bring administrative and operations support to the organization as well as executive assistant support to the Executive Director

The ideal candidate is extremely detail oriented, well-organized, and flexible with excellent interpersonal skills. Comfort working within a small team environment, diplomatic tact, and experience working in the nonprofit sector are desired. This position reports to the Executive Director.

Responsibilities

Operations (bookkeeping and recordkeeping)

  • Perform bookkeeping functions including maintaining the general ledger, processing invoices, recording and classifying financial transactions, reconciling bank statements and credit card statements, creating accounting and other financial reports using QuickBooks, and performing other bookkeeping tasks as needed.
  • Assist the Executive Director with setting up and monitoring annual budgets for the organization
  • Ensure the maintenance of state charitable registrations.
  • Develop and maintain clear and accurate operations and administrative filing systems including paper and electronic systems.
  • Ensure that accurate records of all administrative policies, procedures, and forms are maintained. Solicit staff input and feedback on current needs and create new documents or revise existing ones as required.
  • Work with accountants to generate year-end reports and fulfill tax-related requirements.

Administrative Support (executive and general office support)

  • Coordinate administrative tasks for the Executive Director (ED), including: completing expense reports; arranging travel plans, maintaining the ED's calendar (scheduling internal and external meetings, noting events and appointments, and including all necessary information and materials).
  • Work closely and effectively with the ED to proactively inform the ED of upcoming commitments and responsibilities.
  • Update and maintain the internal communications platform for board and committee members on behalf of the ED, including adding events, resources, and documents to board and committee pages.
  • Assist the ED with other projects as assigned.
  • Manage day-to-day office functions and general office administration, including ordering office supplies, maintaining vendor relationships, and covering reception phones, as needed.
  • Provide support on mailings, special events, and informational packets, including printing and assembling materials.
  • Coordinate events and meetings for staff and board, including meeting room set-up and placing catering orders.

Qualifications

  • Meticulous attention to detail for managing financial and organizational records, while also understanding the big picture.
  • Ability to prioritize projects and multi-task in a fast-paced working environment.
  • Excellent interpersonal skills; positive attitude, diplomatic demeanor, and ability to work with senior level executives and Board members while maintaining a high level of professionalism
  • Proven capacity to “manage up.”
  • Strong writing,  organization, and critical thinking skills, including excellent facility with numbers
  • Advanced skills with QuickBooks and Microsoft Office including MS Word, Excel, PowerPoint, and Outlook.
  • 3-5 years prior office management and executive administrative support experience required. Small, nonprofit office experience preferred.

How to Apply

Please send a cover letter and resume to jobs@kinshipfoundation.org using Administrative and Operations Coordinator in the subject line of your email.  The deadline to apply is February 7, 2020. Applications will be considered on a rolling basis within this period.

Kinship Foundation