Administrative and Operations Coordinator

About The Lloyd A. Fry Foundation:

Our vision is a Chicago that offers education, prosperity, and hope for all. The Foundation awards $8 million in grants each year across four main program areas:  Arts Learning, Education, Employment and Health.  Across all of our funding areas, our focus is on helping organizations:  Build capacity to enhance the quality of services and better assess the impact of programs; Develop successful program innovations that other organizations in the field can learn from or adopt; and Share knowledge so that information which can help low-income communities and individuals is widely and readily available. For more information, visit www.FryFoundation.org.

Title: Administrative and Operations Coordinator 

Supervised by: President 

Status: Full-time

Position Summary: 

The Lloyd A. Fry Foundation seeks to hire a full-time Administrative and Operations Coordinator. The Coordinator serves as a key member of our seven-person team, overseeing day-to-day operations of the Foundation. This role is responsible for providing foundation-wide administrative and operational support, with a wide-reaching impact across all functions, including executive, program, communications, and finance. The Coordinator is responsible for administrative duties, such as supporting the President and Program Staff with various tasks, managing business activities in the office, and effectively collaborating with others while leading and executing special projects for the organization. Further, they will analyze and improve organizational processes to enhance quality, productivity, and efficiency. 

Specific duties and responsibilities include but are not limited to:  

• Serves as a primary point of contact for the Foundation: greets visitors, fields general inquiries via phone and email, and routes communication to appropriate staff. 
• Supports Program Officers and President with drafting correspondence, coordinating meetings, organizing travel arrangements, and other administrative tasks as needed.
• Supports the Grants and Operations Manager, assisting with grants management functions and preparing materials for board meetings.
• Coordinates logistics for in-person, remote and hybrid meetings, and events: manages invitations, RSVPS, space set-up/clean-up, plans meals, produces materials, manages A/V needs including troubleshooting video conference platforms.
• Maintains office calendars with board meetings, grant cycle dates, events, holidays, and more.
• Maintains the office shared spaces; ensures that reception, kitchen, library, conference, and workroom spaces are organized and stocked with supplies as needed.
• Manages incoming and outgoing mail; distributes mail to the appropriate parties, tracks subscriptions and coordinates delivery of packages.
• Coordinates facilities vendors, including building maintenance and IT service provider. 
• Supports the Foundation’s finance functions, including reviewing and reconciling invoices, managing monthly expense report process for Program Officers and President, and assisting with yearly office budget.
• Supports the Foundation’s communication functions, including updating the Fry Foundation website, coordinating the Annual Report, and assisting with quarterly newsletter and social media platforms. 
• Uses advanced office technology, including Microsoft Suite, Adobe, and other software, to produce reports, create charts, summarize data, and prepare communications as needed.
• Helps to develop, implement, and review operational policies and procedures, in collaboration with administrative staff.
• Oversees special projects, which include technology updates, physical office environment updates, onboarding staff, and more. 
• Completes other duties as assigned.

Work Environment: 

• This role routinely uses office equipment such as computers, phones, photocopiers, scanners, and filing cabinets. It also involves clearing dishes from tables and loading a dishwasher. While performing the duties of this job, the employee is regularly required to communicate with stakeholders using phone, e-mail, and in-person communication methods. The employee must frequently lift and/or move objects up to 25 pounds. They will spend prolonged periods at a desk and working on a computer.
• This is a full-time hybrid position that requires three days of in-person work in the Foundation’s office in downtown Chicago. Days of work are Monday through Friday, typical hours are 9am-5pm. 
• Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes. 

Qualifications:

• Post-secondary degree and 2-3 years of experience required.
• Proficiency in MS Office with emphasis on Word, Excel, and Outlook.
• Comfortable learning new technologies, software and systems; database experience is a plus.
• Ability to adapt to changing goals and priorities.
• Ability to work independently and as a part of a small team.
• Excellent at managing multiple priorities and commitments.
• Excellent communication skills; must be comfortable communicating with individuals at all levels and with giving and receiving feedback.
• Exceptionally detail oriented and meticulous; strong project management skills and attention to follow up.

Compensation and Benefits:

• The salary range is $45,000-$55,000, based on experience.
• Excellent benefits including:
  • 3 weeks (15 days) of vacation in year 1
  • 12 sick days
  • 13 holidays (including the days between Christmas Day and New Year’s Day)
  • 85% medical coverage for employees (an estimated 85% for dental) and 50% for dependent coverage
  • 403(b)/tax-deferred annuity retirement plan
  • Health Care and Dependent Care Flex Spending
  • Parental leave after one year
  • Matching donations to qualifying nonprofit organizations at a rate of 5 to 1, up to a maximum Foundation contribution of $20,000 per year per employee (representing $4,000 in employee contributions)

Application Process:

• Interested applicants should submit a cover letter and resume at: https://lloydafryfoundation.applytojob.com/apply
• No phone calls please.
• The Foundation seeks to fill this position as soon as possible and will work actively to build a highly diverse pool of candidates.