Office and Program Coordinator

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs; we find new team members for rewarding and life-changing careers that make the world better.

If you are kind, patient, and ready to make a difference, we would love to meet you!

Full-time employees are offered the competitive benefits outlined below:

• Generous Paid Time Off?
• Paid training
• Health Insurance?
• Dental and Vision
• Life insurance
• 403(b) with company contribution 5%
• Tuition reimbursement

We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed.

Job Title: Office and Program Coordinator

Department: Foster Care

Status: Full-Time, non-exempt

Reports To: Associate Program Director of Foster Care

Compensation Starting Pay: $18.00 hourly

PURPOSE: The Office and Program Coordinator is often the first contact between Caritas and visitors. This position has primary responsibility for supporting the office in daily operations. This may include responsibilities of management of the office building, Caritas vehicular fleet assigned to the office, and office functions including front desk/receptionist coverage. Work is performed under the supervision of the Office and Fleet Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Office Processes

• Collaborates with and supports the Office and Fleet Manager and other departmental staff to ensure administrative support is available to all programs and/or departments residing in the building.
• Greeting and assisting visitors at the front office window, in a courteous and professional manner. Remaining calm & composed if the environment becomes highly stressful.
• Interact professionally at all times and assist staff, visitors, vendors, volunteers, sponsors, board members and donors while in the office or on the phone.
• Ensure office security by monitoring individuals through main entry.
• Perform clerical duties including but not limited to data entry, filing, copying, emailing, faxing and/or scanning documents.
• Manage multi-line phone system, answering and directing all incoming phone calls and messages left after hours to the appropriate staff.
• Arrange for repairs when office equipment malfunctions. Communicate & report to building maintenance any issues or concerns.

Fleet

• Management of Caritas fleet as assigned to building/location
• Daily Monitoring of Fleet GPS data reporting
• Coordinates vehicle usage, maintenance & general upkeep with staff.
• Reconciles vehicle gas card transactions, reporting discrepancies to Finance Department.

Please note that the Responsibilities and Qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED

• Degree/Field Required: High School Diploma or GED (Related fields will be considered.)
• Degree/Field Preferred: 2 yr degree (Related fields will be considered.)
• Additional Fields of Knowledge Important for the Role: Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology. Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Experience Required: Minimum 2 years (Can be interchanged with equivalent experience from an advanced degree related to this job and/or with other relevant experience verified by applicant/incumbent).

SKILLS REQUIRED

• Proficient Computer Skills In: Excel, Outlook, Word, Microsoft Teams

VEHICLE RELATED REQUIREMENTS:

Access to reliable transportation to get to/from work: Required.

Access to a reliable automobile: Required.

Must provide proof of auto liability insurance (and continue to while working in this position): Required.

Must possess a valid driver's license: Required.

Drug Free Workplace:

Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this, a strict, drug-free workplace policy is maintained.