The Night Ministry
  • 04-Aug-2017 to 03-Oct-2017 (CST)
  • Administration
  • Chicago, IL, USA
  • Hourly
  • Full Time

FLSA status: Full Time, Non-Exempt

Department:  Administration  

Reports to:  Manager, Facilities &     Administrative Services     


General Purpose:  Represent The Night Ministry and serve as a first point of contact to all visitors, callers, staff and volunteers such as Board members, donors, etc.  Communicate effectively with potential donors, volunteers, and clients. Coordinate the general operations of our Headquarters while providing occasional general support to all administrative departments (Development, Operations, Finance, and Human Resources).

Role Qualifications:

  • Excellent office and organizational skills
  • Experience supporting company operations by maintaining office systems
  • Superior written and verbal communication skills
  • Expert-level skills with office software, including email, databases, and spreadsheets
  • Comfortable with office systems, including phone systems and other office equipment
  • Adept at navigating a fast-paced work environment with ever-changing and competing priorities

Position Responsibilities: 

  • Present a friendly and helpful demeanor to all who visit
  • Take incoming telephone calls; accurately transfer callers to appropriate persons/departments
  • Answer and distribute messages in inbox
  • Keep daily track of staff's whereabouts on computer using phone software
  • Manage maintenance of office machinery & contracts (i.e. copiers, postage machines); maintain vendor contact list; track service requests for Facilities Manager
  • Manage credit accounts at local stores, update authorized staff as needed
  • Coordinate logistics and registration for all-staff events (i.e. all-staff meetings, seasonal lunches, recognition party, annual picnic, etc.)
  • Maintain companywide calendar within Nightnet (company intranet); maintain meeting rooms calendar, to ensure there are no scheduling conflicts, and that the calendar is up to date
  • Orient new employees to office systems; maintain mail box area; order business cards for new employees and restock as needed
  • Sort incoming mail and distribute to correct mailboxes
  • Ensure Night Ministry has adequate supply of day parking permits
  • Main point of contact for facilities related issues in the absence of the Facilities Manager
  • Accept In-Kind donations and track/enter in-kind donation forms into database in the absence of the Volunteer Assistant
  • Occasional errands to post office and other nearby locales as directed
  • Payroll allocate timesheets according to contracts (as needed)
  • Perform special assignments and tasks as required
  • Work with maintenance staff to see that meeting rooms are set-up for large group meetings, and including providing assistance with setting up technical equipment and other meeting supplies as needed
  • Oversees the efficient use of facility's shared services by employees
  • Ensure established office protocol is followed through the use of standardized online and hard copy forms
  • Maintains office supply stock and official letterhead supplies by inventorying levels on hand

 Essentials skills and experience:

  • Minimum of three years of office management experience, supporting all levels of a non-profit organization
  • Bachelor's Degree (preferably in Communications, Business, or related field)
  • Expert skill level with Microsoft Office (Word, Excel, Outlook)
  • Ability to interact with the public in a courteous, non-judgmental and caring manner
  • Demonstrated proactive approach to problem solving ; ability to work independently in the absence of direct supervision and propose and implement solutions
  • Exemplary organizational and time management skills; able to multi-task and set priorities
  • Must be adaptable to competing demands while being collaborative
  • Willingness to "pitch in" and assist with special projects
  • Comfort level working with diverse population
  • Excellent verbal, written communication skills

Reporting to this position: No direct reports

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical Demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; climb stairs; crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Compensation: position offers hourly salary with benefits package.

Hours:  40 hours per week with flexible hours - 8:00-4:00 or 10:00-6:00. 

The Night Ministry
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