Primarily, VOCEL’s Administrative Assistant is responsible for: 1) supporting the Co-Founders with various clerical tasks; 2) office and systems organization to support VOCEL’s operational infrastructure; 3) assistance with special projects; and 4) other duties as assigned by the Co-Founders.
A more specific list of responsibilities of the Administrative Assistant include:
Managing donations received: copying, scanning, stamping and filing checks received
Tracking and filing all team member purchase orders and reimbursement requests
Receipt collection, organization, coding and monthly liaison with program leads and accounting firm regarding all expenses
Completing reimbursement and expense reports for Co-Founders
Create and maintain VOCEL master calendar: tracking employee PTO days, managing grant timelines, performance evaluation timelines (90-day and annual reviews)
Scheduling meetings and calls for VOCEL Co-Founders with external contacts
Copying, scanning, emailing and faxing documents
Leading components of new hire onboarding (including but not limited to: facility tours, technology orientation, desk set-up, etc.)
Organization of new hire paperwork: healthcare, I-9 Employment Verification
Scanning and submitting new hire paperwork to payroll/accounting firm
Filing; including but not limited to filing of donor contributions, HR-related paperwork (signed offer letters, certifications, transcripts, reviews, etc.), research, strategic planning, etc.
Coordinating logistical set-up for meetings, including but not limited to: ordering food; preparing meeting spaces; preparing printed materials; set-up and clean-up; etc.
Joining meetings as needed to take notes and capture next steps; organize meetings notes and share with relevant team members post-meeting
Occasional research including but not limited to: researching individuals, companies or foundations to support co-founders’ preparation for meetings, researching community organizations, curriculum or assessment tools, etc.
LENA Recording Management: uploading recordings, charging devices, returning to classrooms
Drafting memos, emails and other messages as requested by Co-Founders
Creating grant templates aligned to online portals
Coordinating printing of materials including communication with printing company, payment, materials pick-up, etc.
Format and brand documents for internal and external communications according to VOCEL’s branding guidelines.
Inputting and maintaining the VOCEL e-newsletter list in organization’s system
Maintaining office supplies and office maintenance
Basic data collection/tracking of survey results including parent satisfaction surveys, staff satisfaction surveys, and other surveys or data collection tools as needed
Greeting visitors for site visits
Opening mail and distributing to correct team member
Tech support front line: receiving employee questions and concerns, triaging and liaising with IT support firm
Front desk coverage at VOCEL Early Learning Center
Serve as a backup to other support staff as necessary
Run various errands as deemed necessary by Co-founder; including but not limited to: pick up food and/or materials for meetings; pick up print materials, etc.
Participate in VOCEL’s Annual Luncheon and execute related responsibilities as assigned
Desired Candidate Profile & Approach to Work
Orientation towards independent problem solving and initiative to protect time of VOCEL Co-Founders
Operates with independence and judgment in carrying out assigned responsibilities
Flexibility and adaptability to meet the changing demands of the role
Strategic, innovative thinking to problem solve and establish organized, efficient and logical office operations
Positive demeanor with all VOCEL stakeholders: children, parents, staff, volunteers, donors and community partners
Healthcare: VOCEL offers a comprehensive healthcare insurance plan; a portion of the monthly cost is paid by VOCEL.
Paid Breaks & Holidays: On days that VOCEL is closed for holidays or scheduled breaks, the Administrative Assistant will be paid
Elective Paid Time Off: The Administrative Assistant at VOCEL earns paid time off, in addition to the paid program breaks and holidays. This time off is accrued monthly and team members can access some paid time off in advance of accrual.
The Administrative Assistant reports to VOCEL’s Executive Director.
Anti-Discrimination Policy and Commitment to Diversity VOCEL is an equal opportunity employer. Applicants and employees are considered for positions and are evaluated without regard to race, color, religion, sex, sexual orientation, mental or physical disability, national origin or ancestry, age, genetic information, marital status, pregnancy, protected veteran status or any other characteristic protected by federal, state or local law.
Bachelor’s degree from accredited college or university
Minimum two years’ experience in office administration; preferably in the non-profit sector
Proficiency in Microsoft Office Suite, including extensive knowledge of Outlook, Word and Excel including MailMerge
Typing speed of at least 55 words per minute
Ability to learn new technological systems for data organization and management
Ability to develop systems and procedures for own responsibilities; plans own work to meet scheduled deadlines
Competence in grammar, math, spelling and oral/written communication
Exemplary written communication
Effective interpersonal and problem-solving skills
Ability to interact appropriately with clients and staff and diverse individuals and groups
Personal vehicle and/or comfort using public transportation to do various errands and out of office tasks
Meet legal requirements to work in the U.S.
Complete background check performed by the Department of Children & Family Services (DCFS)
Provide proof of up-to-date physical, proof of MMR and TDAP vaccines, and negative TB examination
Additional Salary Information: This is a full-time, non-exempt position (35-40 hours per week) and is salaried. Salary is competitive and based on applicant’s education, experience and other qualifications.
Founded in 2013, VOCEL’s mission is ensuring Chicago’s most vulnerable children have the early foundation they need to be successful in school and life. VOCEL does this by jumpstarting children’s brain growth with cutting-edge parent coaching and premier full-day early learning programs rooted in language development and emotional support. VOCEL is increasing children and family’s mobility to dis...rupt the cycle of poverty and crime in Chicago. The organization, which is based in the Austin community of Chicago, is preparing for expansion in the upcoming year. For more information, please visit www.vocel.org