Administrative Coordinator

Job Title: Administrative Coordinator
Organization: Youth Peace Center of Roseland (YPC)
Location: Roseland, Chicago, IL (On-site)
Position Type: Full-Time | Monday–Friday
Reports To: Executive Director / Program Manager

The Youth Peace Center of Roseland (YPC) is a community-based nonprofit organization offering a number of programs that reflect opportunities for youth to be engaged in activities that promote Peace and Good Citizenship. Our daily work focuses on mentoring youth by utilizing our main resources to drive initiatives that enhance community safety and prevent violence. YPC is a trusted leader in violence prevention, youth development, and trauma-informed care. Grounded in our belief that “Peace is Possible,” we deliver holistic, evidence-based interventions that address the root causes of violence—such as unemployment, trauma, and lack of social support.

Position Summary:

The Administrative Coordinator will serve as the administrative backbone of all YPC programming. This position is responsible for coordinating daily administrative operations across departments, overseeing intake for over 100 program participants, ensuring contract compliance with state contracts, and maintaining accurate records. The ideal candidate is highly organized, detail-oriented, proactive, and passionate about community impact.

Key Responsibilities:

Administrative Leadership & Coordination

• Lead and manage administrative functions for all YPC programs.
• Serve as the central point of communication for internal and external administrative matters.
• Support scheduling, meeting coordination, and document preparation for leadership and program teams.
• Ensure timely submission of reports and administrative documents required by funders and partners.

Admissions & Intake Management

• Oversee the intake process for new program participants, ensuring a smooth and supportive experience.
• Manage the intake and enrollment of over 100 applicants annually.
• Maintain up-to-date intake records and ensure compliance with all program eligibility requirements.
• Guide families and youth through the full admissions process, including required documentation and service agreements.

Compliance & Documentation

• Ensure full compliance with all contractual obligations and documentation requirements for programs funded by the State of Illinois.
• Verify that each applicant meets eligibility criteria by collecting and securely storing all required identity documentation, including Social Security cards, state IDs, and birth certificates.
• Maintain organized, up-to-date records for all participants to ensure readiness for internal audits, state monitoring visits, and grant reporting.
• Contact applicants to schedule in-office appointments to complete and sign necessary documentation for enrollment.
• Meet with clients in person to review program requirements, verify documentation, and guide them through the full enrollment process.
• Ensure that all eligible participants are registered with IllinoisWorkNet.com, and support clients in completing their online portal profiles accurately and in full.
• Navigate and utilize IllinoisWorkNet.com to manage client accounts, track progress, and input required information.
• Collaborate with program and data teams to ensure consistent, accurate, and timely data entry across internal and external platforms.

Communication & Collaboration

· Serve as a key liaison between program participants, families, and YPC staff to ensure a supportive and transparent intake experience.

· Coordinate with referral partners, healthcare providers, and community organizations to support service admissions and continuity of care.

· Communicate effectively and professionally on behalf of a nonprofit organization, upholding YPC’s values and commitment to community wellness.

· Collaborate across all YPC departments—including clinical services, outreach, youth programming, and leadership—to ensure seamless coordination of services and participant transitions.

· Represent YPC in a warm, accessible, and mission-driven manner in all community and stakeholder interactions.

· Maintain clear, consistent internal communication to support timely follow-up and smooth operations across programs.

Qualifications:

Required:

• 2–5 years of relevant experience in program coordination, intake, or administrative leadership.
• Proficiency with IllinoisWorkNet.com and ability to independently manage client portal creation and updates.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Strong customer service orientation and ability to communicate with compassion and professionalism.
• High attention to detail and accuracy in documentation and data entry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Suite (Docs, Sheets, Drive, Calendar, etc.).
• Ability to work independently and collaboratively in a team-oriented, mission-driven environment.

Preferred:

• Bachelor's degree or equivalent combination of education and experience.
• Experience working with underserved youth and communities impacted by poverty and violence.
• Familiarity with compliance monitoring, reporting, and state-funded program requirements.
• Experience in community outreach, grassroots organizing, or public engagement.
• Experience with CRM or database platforms such as Airtable, Raiser’s Edge NXT, or similar systems.
• Comfort using tools like Zoom, Microsoft Teams, Canva, and other digital platforms.
• Valid driver’s license preferred.
• Willingness to work flexible hours, including evenings or occasional weekends for events or client needs.
• Ability to occasionally lift or move up to 10 lbs for meetings, workshops, or community events.

Compensation & Benefits:

• Competitive salary based on experience
• Health, dental, and vision insurance
• Paid holidays and vacation time
• A supportive and mission-driven work environment

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Roseland, IL 60628 (Required)

Ability to Relocate:

• Roseland, IL 60628: Relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $45,000