Asian Americans Advancing Justice | Chicago (Advancing Justice | Chicago), formerly the Asian American Institute, is committed to its mission to empower the Asian American community in Chicago through advocacy by utilizing research, education, and coalition-building. Specifically, Advancing Justice | Chicago works to empower the local Asian American community by increasing public understanding about Asian American communities; advocating for policies that promote social, economic, educational and political equity for the community as a whole; encouraging active civic participation through education, leadership development, and advocating for equal rights; and working in partnership with and supporting like-minded organizations and individuals to build positive interracial and inter-ethnic relations. Through our programs, we work to cultivate informed and engaged leaders who are passionate about their community. We organize Asian Americans around important issues, including affirmative action, hate crimes and discrimination, immigration, and voting rights.
Position: The Office Manager works closely with the Director of Finance and Operations (DFO) and the Organizing Director to lead and develop an internal team to support the following areas: finance, planning and budgeting, programs, human resources, office management, and IT.
Reports to: Director of Finance and Operations
Position Location: Chicago, Illinois
Start Date: August 1, 2017
Status: Full time; exempt - does not qualify for overtime.
Administrative Support for Programs (50%) Support the Programs Department Directors so they are able to effective manage and supervise.
Take and disseminate notes for internal organizing/advocacy meetings.
Provide logistical support for trips, events, and programs.
Manage fiscal administrative tasks such as reimbursements and program budgets.
Manage meetings and calendaring for the Director of Organizing.
Support short and long-term projects around organizing & advocacy goals.
Other duties as needed.
Office Management & Operations (25%) Help staff reach their goals through organizational and administrative support.
Work closely with all external partners including third-party vendors and consultants.
Assist in overseeing administrative functions as well as technology and facilities to ensure efficient and consistent operations.
Manage accounts and vendor relations for technology, insurance, office supplies, and facilities.
Records and maintains tracking system for Southwest Airlines tickets.
Provide overall office support to staff (coordinate travel, transcribe meeting notes, prepare correspondence, etc.).
Field any inquiries (from staff and externally) on finance, administration, IT and office management.
Assist with other tasks as needed to improve internal communications and the information flow between departments.
Human Resources (15%) Help staff become an effective, innovative and cohesive team, and assist with maintenance of streamlined and consistent HR processes.
Assist in implementing human resources and administration policies, and communicate processes to staff
Coordinate onboarding of new staff, interns, and VISTAs.
Coordinate HR procedures and benefits; monitor and update agency forms and policies as necessary.
Track and report on time-off management system.
Work with Director of Finance & Operations on issues overlapping HR and Finance.
Ensure that recruiting processes are consistent and streamlined.
Update staff bios, org chart, employee handbook and other HR documents, and communicate changes to staff.
Work with senior staff on developing staff retreats and professional development.
Finance (10%) Maintain current Office Manager functions around Finance.
Maintain Income Reconciliation document. Pull reports from PayPal, Intuit and Square monthly and send to DFO.
Serve as liaison to Development Department to ensure accurate recording of income.
Manage credit card reconciliation for senior staff.
Fluent user of Microsoft Windows, Microsoft Office programs including Outlook, Word and Excel, and the internet.
Knowledge of administrative and clerical procedures, designing forms, and other office procedures and terminology.
Strong with time management and is deadline focused.
Professional and cordial in communicating and working with the public.
Excellent written and oral communication skills; fluent in written English.
Ability to work independently, think creatively and prioritize multiple tasks;
Openness and ability to adapt and respond to changes in the environment;
At least one year of prior general office experience.
Ability to translate financial concepts and effectively collaborate with -- programmatic and fundraising colleagues who do not necessarily have finance backgrounds
A successful track record in setting priorities; keen analytic, organization and problem solving skills which support and enable sound decision making
Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
A multi-tasker with the ability to wear many hats in a fast-paced environment
Personal qualities of integrity, credibility, and dedication to the mission of the Asian Americans Advancing Justice Chicago.
Additional Salary Information: Salary commensurate with experience; benefits include full health, dental, life and short-term disability insurance coverage.