Title:                                                  Department Coordinator
Employee Status:                           Full Time-Non-Exempt
Grant Funded:                                 No
Reports to:                                      President, Social Impact Accelerator
Matrix Reporting:                          None
Department:                                   Social Impact Accelerator
Location:                                            Chicago, IL
Department Function:                 
Social Impact Accelerator (SIA) – IFF’s SIA Group is a cross-cutting team that sits at the nexus of nonprofits, communities and IFF talent and expertise. The SIA Group provides thought leadership and expertise to drive corporate strategy, leads IFF’s work in comprehensive place-based solutions and special initiatives; proactive real estate development; sector focused work in early care and education, K to 12 school systems, and universal access; conducts research studies and evaluates IFF’s work for nonprofits and communities; and implements internal IFF initiatives. The group includes IFF’s research and evaluation, talent management, development, and vital services staff.              

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.

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.

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

Provide coordination, administrative, and technology support primarily to the Social Impact Accelerator team, executive support for the President, SIA, and occasional cross-departmental tasks.  Support for the President requires task management, project management and analysis and use of initiative and independent judgment with frequent access to complex and confidential information. They will manage the executive’s schedule, arranging appointments, travel, meetings, conference calls, etc.

Support for the broader department includes, but is not limited to, data coordination, report design and generation, preparation, and distribution of marketing/presentation materials, organizing project management files, arranging meetings, correspondence and filing, contract and invoice coordination, event planning, handling telephone, electronic, and in-person communications and, occasionally, making travel arrangements.

Job Duties and Responsibilities:
  1. Organizes and supports Department staff including, but not limited to management of Department calendar, technology assistance, onboard new staff, and general communication with staff at all offices.
  2. Provides direct support to President, SIA. Under minimal supervision, performs complex and diverse duties in support of business needs of the President including managing, organizing and maintaining calendars, contacts and schedules; handling travel supports and related expense processing;  resolves complex problems in a thorough and timely manner – requires analysis and interpretation of a variety of situations and determination of appropriate course of action; reviews, edits and coordinates documents for signature; responsible for updating and maintaining President’s contacts in CRM, and assists broader executive team in maintaining effective communication.
  3. Edits, assembles, and distributes material for regular internal and external SIA business unit meetings, as requested. For virtual meetings, corresponds with attendees to confirm attendance, respond, or direct inquiries.  For in-person meetings, manages room set-up, attendance coordination, and other arrangements to ensure a smooth and effective meeting.  Attends meetings, takes minutes, flags follow-up items and supports follow-up. 
  4. Edits, assembles, and distributes material for regular internal and external Foundation for Homan Square meetings. For virtual meetings, corresponds with external board and/or committee members to confirm attendance, respond or direct inquiries.  For in-person meetings, manages room set-up, attendance coordination, and other arrangements to ensure a smooth and effective meeting.  Attends meetings, takes minutes, flags follow-up items and supports follow-up. 
  5. As requested, schedules, organizes, and/or supports organization of SIA departmental retreats including booking meeting spaces and activity venues. Creates, edits, assembles, and distributes retreat materials. Plans and executes or supports planning and execution of team building activities during retreat.
  6. Supports the Stronger Nonprofits Initiatives, and other Program & Initiative work, including coordinating kick-off events, coordinating FMA training sessions and TA events, and coordinating and attending monthly partner check-in meetings. Supports other programmatic efforts as needed.
  7. Manages customer satisfaction process for relevant SIA business units including sending customer surveys and gift distribution. Coordinates with R&E and relevant business units to ensure regular feedback is received in effective and efficient manner.
  8. Collects, edits, enters, and verifies original data and maintains assigned computer databases (CRM).  Develops, prepares, and distributes system reports to provide accurate and timely information to users. Responsible for data entry and management in other data management software, as well as managing excel spreadsheets.
  9. Creates and edits professional Power Point presentations, using Excel graphs, charts, and text to be utilized in internal and external meetings.
  10. Handles general communications to assigned departments and routes calls and emails to the appropriate party for action, information, and response.
  11. At the request of Talent Management, responsible for IFF enterprise-wide event planning and works in coordination with other staff outside assigned departments, when necessary.
  12. Schedules travel and lodging arrangement for SIA department staff, when needed.
  13. Responsible for corporate credit card reconciliation for assigned SIA department staff. Collects, codes, and delivers expense receipts to Accounting Department. Handles departmental invoices, check requests and other financial functions, as directed.
  14. Provides and participates in general administrative duties for SIA department staff, as needed.
  15. Maintains and develops required job knowledge and skills and core professional competencies.  Attends and participates in required educational programs and staff meetings.
  16. Performs other duties as assigned. Infrequent travel or weekend work may be required.

Performance Measures:
  1. High quality work product and timely completion of all work.
  2. Timely and effective performance of daily internal and external communication with IFF staff and clients.
  3. Efficient use of time and ability to manage multiple projects.
  4. Maintenance of all files, contacts, reports, and systems in a timely and accurate manner to assure ready retrieval of information.
  5. High level of initiative on projects and day to day work.
  6. Cultivates a culture of openness in information sharing.  Encourages open communication, cooperation, and the sharing of knowledge.
  7. Models personal accountability that promotes ownership and engagement.
  8. Builds and maintains effective working relationships with colleagues, peers, and team members.
  9. 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.
  10. High level of satisfaction with both internal colleagues and external contacts.

Position Qualifications:

Education:  College degree or equivalent combination of education and/or experience required.  

Previous Experience: Two or more years of related experience

IFF does not offer relocation packages; must be authorized to work in the United States; IFF does not offer sponsorship.

Application Instructions: Please visit our Careers section of our website to apply online.  Both a resume and cover letter are required.

IFF values equity, diversity, and inclusion as part of its mission to strengthen nonprofits and the communities they serve.  IFF is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Department: Social Impact Accelerator
This is a full time position

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