Department Coordinator

Description

Title: Department Coordinator, Social Impact Accelerator

Employee Status: Non-Exempt

Salary: Grade 2

Starting range of $53,400 - $60,100

Reports to: President, Social Impact Accelerator

Department: Social Impact Accelerator

Location: Chicago, IL

Hybrid: In office: T/W | WFH: M/Th/F

Department Function: The Social Impact Accelerator (SIA) develops and implements processes, systems, and structures to facilitate, coordinate, and holds IFF accountable for equity in practice, cross-functional collaboration, innovation, scaling of impact, and systems change. SIA comprises five integrated functions: Strategic Insights; Strategic Response; Organizational Learning; Sector-Based Strategy; and Equity, Diversity, and Inclusion.

The Organization

IFF is a mission-driven lender, real estate consultant, and developer that helps communities thrive. Key to our success has been a deep sense of purpose, a broad perspective, and a relentless focus on achieving positive results. Across the Midwest we help clients from every sector, including human service agencies, health centers, schools, affordable housing developers, and healthy food grocery operators. Staff contribute extensive business experience and an unrivaled connection to the mission of IFF to the clients we serve.

Equity, Diversity, and Inclusion

Partnering to create thriving communities is at the heart of everything we do. We leverage knowledge, capital, and resources to advance equitable and transformational outcomes in under-resourced communities, guided by our commitment to be an inclusive, anti-racist and anti-oppressive institution that honors communities as asset-rich and as experts in their own stories.

Basic Job Function

The Department Coordinator, SIA provides executive support for the President, SIA; administrative support to the SIA team; and occasional support for cross-departmental projects. Support for the President, SIA requires task management, project management and analysis, and use of initiative and independent judgment. The Department Coordinator will manage the President’s schedule, arranging appointments, travel, meetings, conference calls, etc. and will have frequent access to complex and confidential information.

IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth-mindset, thoughtfulness, and passion to make meaningful change in the areas of economic and racial justice.

Requirements

Core Responsibilities:

• Under minimal supervision, performs complex and diverse duties in support of the administrative needs of the President, SIA including managing, organizing and maintaining calendars, contacts and schedules; handling travel supports and related expense processing; reviewing, editing and coordinating documents for signature; analyzing and interpreting a variety of situations to determine the appropriate course of action; and assisting the broader executive team in maintaining effective communication.
• Schedules and organizes regular internal SIA departmental meetings and as needed, external SIA business meetings.
• For virtual meetings, corresponds with meeting attendees to confirm attendance and responds to or directs meeting inquiries.
• For in-person meetings, books meeting spaces/venues; manages room set-up; coordinates attendance; and makes other arrangements, including catering, to ensure a smooth and effective meeting.
• As requested, creates, edits, assembles, and distributes meeting materials; takes meeting minutes; and supports meeting follow up.
• In coordination with the Operations Manager, organizes and supports SIA staff including, but not limited to, managing SIA calendar, assistance with technology needs, onboarding support for new staff, and general communication with staff at all offices.
• Handles departmental invoices, check requests and other financial functions, as directed.
• Supports corporate credit card reconciliation, including collecting receipts and coding expenses.
• As needed, makes travel arrangements and provides general administrative support for SIA staff.
• In coordination with the Office Manager, supports IFF enterprise-wide events/meetings and works in coordination with other staff outside assigned departments, when necessary.
• Collects, edits, enters, and verifies original data and maintains assigned computer databases. Develops, prepares, and distributes system reports to provide accurate and timely information to users. Creates and edits Power Point presentations, using Excel graphs, charts, and text to be utilized in internal and external meetings.
• Handles general communications to assigned departments and routes calls and emails to the appropriate party for action, information, and response.
• Performs other duties as assigned.
  
  

Performance Measures

• High quality work product and timely completion of all work.
• Timely and effective performance of daily internal and external communication with IFF staff and clients.
• Efficient use of time and ability to manage multiple projects.
• Maintenance of all files, contacts, reports, and systems in a timely and accurate manner to assure ready retrieval of information.
• High level of initiative on projects and day-to-day work.
• Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge.
• Models personal accountability that promotes ownership and engagement.
• Builds and maintains effective working relationships with colleagues, peers and team members.
• Values and supports differences in others, contributing to an inclusive work environment. Demonstrates the ability and willingness to communicate effectively with people of diverse backgrounds and experiences to create a collaborative, collegial, and caring community.
• High level of satisfaction with both internal colleagues and external contacts.