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Program Coordinator

Location : Chicago, IL
Job Type : Direct
Hours : Full Time
Travel : No
Relocation : No

Job Description :
JOB PURPOSE 



The Board Relations and Development Coordinator reports to the Vice President of Marketing and Development and supports the Chief Executive Officer (CEO).
The Board Relations and Development Coordinator is responsible for providing administrative assistance to the CEO, and works directly as a liaison between the Board of Directors and its associated committees to support their work in the areas of strategy, governance, finance, and development. The coordinator advances the mission of the organization by supporting the Marketing, Communications and Development department with fundraising initiatives, relationship management, and works of broad scope.
Additionally, the Board Relations and Development Coordinator is a critical member of the team as office manager, contributing to the efficient and successful functioning of the staff and the physical office.


 


PRIMARY DUTIES AND RESPONSIBILITIES



Executive and Board Relations Support
• Manages CEO’s work flow, including mail, calendar (scheduling internal and external meetings/calls), correspondence, travel/logistics and expense reports
• Assists CEO with preparation and follow-up for meetings (internal and external)
• Supports Board recruitment and orientation program at the direction of the CEO
• Arranges offsite, non-program related events/dinners at the direction of the CEO and/or VP, Marketing and Development (e.g., Annual Appeal Class Challenge reception) including invitations, venue research and selection, meal planning, materials preparation, gift coordination, etc.
• Coordinates Board and committee meetings, including scheduling, logistics, preparation of materials (e.g., agendas, PowerPoint slides, reports, performance dashboards), correspondence, venue rentals, catering, room setup, and other duties as needed
• Manages and updates Board Directory and other board-related materials


Development Support
• Records all gifts in database, as well as notes from major donor interactions/meetings
• Oversees and manages the acknowledgement process for all gifts, ensuring the timely creation, review, signing and mailing of donor acknowledgments and tax receipts
• Assists VP, Marketing and Development with the planning and execution of the Annual Appeal Class Challenge reception (June), including invitations, venue research and selection, menu planning, materials preparation, etc.
• Assists VP, Marketing and Development with grant writing, research, and reporting as directed; maintains all grant files and records
• Coordinates solicitation mailings (twice a year), including theme development and design
• Assists in maintaining donor stewardship calendar and the prompt fulfillment of mailings and phone calls
• Generates and compiles backgrounders, briefing memos, and other materials as needed to support funding opportunities, including cultivation and stewardship
• Conducts research on prospective donors and partners in connection with development strategy
• Responds effectively to individual donors’ inquiries immediately upon request


Operations Support
• Manages logistics of weekly staff meetings, including scheduling and development of agenda
• Manages basic bookkeeping tasks such as depositing checks, coding and submitting bills/invoices for payment
• Maintains office supplies and equipment, including anticipating needs and researching and purchasing products (with appropriate level of approval)
• Assists with database management (Salesforce) at the direction of the Communications and Fellows Engagement Manager
• Manages relationship and correspondence with Illinois Center building office, including submission of work orders for office repairs and maintenance and special requests
• Manages guest submissions to building security system
• Manages relationship with IT consultant to support proper functionality of office hardware and software
• Manages office vendor relationships (e.g., copier service)
• Retrieves, opens, sorts, distributes, and responds to mail
• Maintains an organized filing system of paper and electronic documents (Dropbox)
• Documents processes, checklists, timelines, and best practices related to office operations, annual fundraising initiatives, and Board activities to drive excellence in execution
• Attends and provides logistical support at program and special events as needed (requirement of all team members)
• Performs special projects and other duties as assigned


Required Qualifications :


  • Education: Bachelor’s degree required; study in education or civic studies a plus

  • Experience with event planning and/or project management

  • Excellent writer, speaker, and communicator

  • Organized multitasker with attention to detail and ability to efficiently time manage

  • Minimum 1-3 years of professional experience

  • Commitment to civic engagement and nonprofit work

  • Proficiency in Microsoft Office Suite, Adobe, and other common office software

  • Experience with Salesforce or similar database a plus

  • Experience with corporate groups and in a corporate environment a plus


 


PERSONAL CHARACTERISTICS



The Program Coordinator should exhibit the following characteristics and goals:



  • Behave Ethically: Understand ethical behavior and business practices; own behavior is consistent with these standards and aligns with the values of the organization.

  • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.

  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

  • Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.

  • Focus on Fellow Needs: Anticipate, understand, and respond to the needs of internal and external constituents to meet or exceed their expectations within the organizational parameters and practices.

  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

  • Lead: Positively influence others to achieve results that are in the best interest of the organization.

  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interest of the organization.

  • Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.

  • Plan: Set goals, create and implement actions plans, and evaluate the process and results.

  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem


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