Office and Program Coordinator

Description

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!

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

Status: Nonexempt (Hourly), Part-Time

Reports To: Office and Fleet Manager

Starting Compensation Pay: $18/hr

PURPOSE: The Office and Program Coordinator serves as the first point of contact for visitors, staff, volunteers, and community partners. This position is responsible for supporting daily office operations and providing administrative assistance to programs and departments located within the office. Responsibilities include reception coverage, office coordination, records management, building support, vendor coordination, fleet-related administrative support, and ensuring a welcoming, professional, and efficient office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet and assist visitors in a courteous, professional manner and maintain a welcoming office environment.
• Answer and manage a multi-line phone system, directing calls and messages to appropriate staff.
• Monitor building access and support office security procedures.
• Perform general clerical duties including data entry, filing, copying, scanning, faxing, and email correspondence.
• Support departments by preparing paperwork, maintaining files, and processing documentation.
• Coordinate room scheduling, meeting preparation, supplies, equipment, and refreshments.
• Assist with office equipment maintenance and coordinate repairs as needed.
• Support vendor relationships and office services including copier, mail, shredding, cleaning, and vending services.
• Sort and distribute incoming mail and assist with postage and shipping functions.
• Maintain records related to incoming payments, petty cash, and office transactions.
• Assist with onboarding activities for new employees and support office compliance requirements.
• Coordinate file storage and records management activities.
• Support donations, special projects, staff engagement activities, and morale initiatives.
• Communicate office updates, policy changes, and operational information to staff.
• Serve as backup to the Office and Fleet Manager and perform other duties as assigned.
• Perform additional duties as assigned.

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.     

Requirements

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

Degree/Field Preferred:  Associate degree or related two-year degree program preferred.

Additional Fields of Knowledge Important for the Role: 

• Knowledge of administrative office procedures, records management, document preparation, scheduling, and general office operations.
• Knowledge of customer service principles and the ability to provide professional, responsive support to staff, visitors, and community partners.
• Familiarity with office technology, business software, electronic communication, and file management systems.
• Understanding of workplace confidentiality, office security practices, and organizational policies and procedures.

Experience Required: Minimum of two (2) years of relevant administrative, customer service, office support, or related experience. Equivalent combinations of education and experience may be considered.

Experience Preferred: Experience in a nonprofit, social service, healthcare, or human services environment preferred.

Licenses/Certifications Required: N/A

Licenses/Certifications Preferred: N/A

SKILLS REQUIRED

Manager-Specific: N/A  

Basic: Strong communication, active listening, reading comprehension, and writing skills are required to effectively interact with visitors, staff, vendors, and community partners. Ability to understand and follow written and verbal instructions, maintain accurate records, complete routine mathematical calculations, monitor work processes, maintain confidentiality, and prepare professional correspondence. Must be able to read, write, and communicate effectively in English.

Social: Demonstrated ability to work cooperatively with others, provide exceptional customer service, and build positive relationships with diverse populations. Must exhibit professionalism, patience, empathy, service orientation, and social awareness while working with staff, visitors, volunteers, donors, and community stakeholders in a fast-paced environment.

Problem Solving/Decision-Making:  Ability to prioritize competing responsibilities, respond effectively under time constraints, and make sound decisions using good judgment. Skilled in identifying issues, evaluating available information, determining appropriate solutions, and recognizing potential impacts on office operations, organizational reputation, and resources. Ability to assess office systems and recommend improvements to support efficiency and effectiveness.

Resource Management: Ability to manage office supplies, equipment, records, meeting spaces, and other organizational resources responsibly and efficiently. Strong organizational skills with the ability to coordinate multiple responsibilities, manage time effectively, maintain accurate documentation, and meet deadlines with minimal supervision.

Technical:  Ability to operate and troubleshoot common office equipment including multi-line phone systems, copiers, scanners, fax machines, postage equipment, and related office technology. Ability to identify equipment issues and coordinate appropriate repairs or maintenance.

Proficient Computer Skills In: Microsoft Excel, Microsoft Outlook, Microsoft Word, Microsoft Teams, email systems, electronic file management systems, and general office software applications.

Expert Computer Skills In: N/A       

VEHICLE RELATED REQUIREMENTS:

Access to reliable transportation: Required.

Access to a reliable automobile: Required.

Proof of continued insurance: Required.

Valid driver’s license: Required.

Additional license requirements: N/A

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 commitment, a strict drug-free workplace policy is maintained.