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Operations Manager

 

ABOUT YOU
You’re living your best worklife when you are supporting others in doing impactful, meaningful work and are energized by working with a team of mission-driven interfaith leaders. You are someone who thrives in a fast-paced, adaptable environment where one day won’t look like the next. You look for ways to improve efficiency and can anticipate the needs of others. You have a reputation of completing tasks on time with the highest-level of accuracy. Pride in your work shows and you take personal responsibility in achieving your goals and supporting those of your colleagues.

Responsibilities:

Operations Responsibilities:
• Manages day-to-day office operations, including administration, kitchen and supply stocking, postage/shipping/mail distribution, office inventory, organizing workspaces, and facilities improvements.
• Acts as the main point-of contact for staff to submit any facilities-related issues. Take appropriate measures to see resolution of issues through to successful completion.
• Acts as the main point-of-contact with the Chicago Board of Trade (CBOT) staff for building security, housekeeping and office maintenance related items. Distributes relevant CBOT building notices to staff.
• Manages a facilities budget, approves expenses and maintains operations within a fiscal year budget.
• Ensures all aspects of the office are clean, functional and safe.
• Manages company reception to ensure timely and tactful telephone, email, face-to-face, and mail communications with internal and external contacts at all levels. Serves as main point-of-contact between staff and building security.
• Implements office systems, procedures and equipment procurement to maintain and improve office efficiency.
• Maintains an updated contact list of office vendors and tracks service requests and purchase requests to ensure the provision of efficient and cost-effective services.
• Assists in developing and maintaining well-organized administrative files.
• Assists in coordinating staff meeting logistics, including presentation uploads, note taking, and facilitating remote staff participation
• Assists program teams with supplies, mailings, as well as preparations for internal/external organization programs and events. Assists the Campus Engagement team in travel preparations. Responsible for occasional other special administrative requests from program teams as approved by the VP of Programs.
• Ad hoc duties as assigned

Executive Office:
• Assists in scheduling and coordinating logistics for Executive Office meetings and Board of Director meetings and committee meetings including presentation/print materials, food and Director travel
• Assists in arranging complex and detailed travel plans Executive Team members including itineraries, agendas and materials for related meetings
• Reconciles Executive Team credit card purchases and prepares expense reports and payment requests
• Drafts external messages, proof reads and formats documents for the Executive Assistant/Office Manager
• Inputs data regarding the President’s trips and events into Salesforce
• Ad hoc duties as assigned

Human Resources:
• Supports recruitment processes by researching sourcing options, posting positions, scheduling interviews and preparing interview packets
• Assists in the planning and execution of The Committee events
• Assist with the administration, benefit changes and planning of Open Enrollment
• Responsible for coordinating onboarding for new hires, including binders, setting up desks and scheduling orientation
• Conduct I-9 audits and maintain I-9 binder
• Processes employment verifications as requested
• Assists with onboarding and off-boarding procedures and updates all systems accordingly
• Completes data entry in payroll system of new hires, rehires, terminations, status changes, and all critical and non-critical employee information changes
• Manages monthly bill reconciliation for all benefits
• Performs administrative and clerical tasks such as filing personnel records and other HR-related tasks
• Ad hoc duties as assigned

Supervisor: Executive Assistant/Office Manager

Required Qualifications:
• Strong project management and organizational skills
• Proven ability to meet deadlines and work well under pressure while maintaining attention to detail
• Strong interpersonal skills to collaborate with colleagues as well as being the first point of contact for IFYC guests on the phone and in person
• Proven ability to handle confidential information with discretion.
• Strong competence in Microsoft Office (Word, PowerPoint, Excel); willing to learn and utilize organization-wide constituent relationship management software
• Authorization to work in the United States

Preferred Qualifications:
• High level of religious literacy and fluency in diversity, pluralism, and inclusion

Essential Qualities:
• Passionate commitment to IFYC’s mission of making interfaith cooperation the norm in America
• Impeccable professional presence
• Excellent skills in writing, communication, and presentation
• Leadership skills and the ability to build and manage professional relationships
• Ability to multi-task and balance multiple ongoing projects
• Collaborative nature; flexibility and agility in problem-solving

Compensation and Benefits: $55,000 – $65,000 annually plus free medical, dental, vision, and disability insurance for employee-only coverage. Those who wish to cover their dependents can contribute through payroll for dependent health coverage. Generous time off policies that include paid time off, floating holidays, fixed holidays, sick leave and paid parental leave.

Application deadline: March 22, 2020

Application requirements: please upload your cover letter that includes why you want to work at IFYC and your resume

Start Date: approximately May 4, 2020

Other Requirements:
The Operations Manager position requires the ability, with or without reasonable accommodation, to: maintain regular attendance; work in our Chicago Loop office; work cooperatively with others; adhere to IFYC personnel policies and safety rules; sit and/or stand for extended periods of time; operate standard office equipment, including computers, telephones, photocopiers, and projectors; communicate orally, in writing, and via computers and digital devices; and requires close visual acuity to prepare and analyze data and figures, transcribe, view a computer terminal and other office equipment.

IFYC is an Equal Opportunity Employer, and does not discriminate on the basis of religion, race, ethnicity, national origin, age, gender, sexual orientation, disability, pregnancy, marital status, or any other status protected by applicable law. Reasonable accommodation will be provided as needed to enable qualified applicants with a disability to participate in pre-employment procedures.

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Benefits

We are nothing without our people. IFYC strives to be a generous and supportive employer. We offer the following benefits for full time positions:

  • Compensation: We offer competitive base salaries and tiered annual merit-based increases.
  • Health Care Benefits: IFYC pays 100% of the cost to add staff to our medical, dental and vision plans. Staff who wish to add their dependents to the plans contribute only to the cost of their dependents.
  • Protection for You and Your Family: IFYC pays 100% of the cost of a $50,000 life insurance plan along with 100% of the cost for short-term and long-term disability plans.
  • Work/Life Balance: We have work ethics that align with the significance of our goals - but we aren’t workaholics. We do what it takes to get the job done, while respecting the need for work/life balance overall for ourselves and each other. IFYC has a flexible schedule policy along with a generous time off policy. All our staff are based in our Chicago office, but we do have a flexible location policy that allows for some work from home days.
    • 15 days paid time off, which increase along with your tenure with the organization to 20 and 25 days off
    • 5 days of floating holidays to use on days that are important to you
    • 8.5 days fixed holidays when the office closes
    • 10 days of sick leave to use for your own illness or injury or that of your family members
    • 4 hours per month of creativity leave, service leave or religious literacy leave. Time to get inspired, volunteer or learn more about other religions.
    • 4 weeks paid leave for birth and adoption and for moms and dads, total time off can be up to 12 weeks
  • Save for Retirement: IFYC contributes to your retirement account even if you don’t contribute! If you do, IFYC will match a percentage of your contribution.
  • Continuous Learning: IFYC sets aside $400 per person per fiscal year for you to use towards your own professional development. IFYC also sets aside additional funds that employees can request on an ad hoc basis to cover additional costs for professional development. These requests could be for additional funds can be up to $2,000.

IFYC Core Values

We are serious about our mission

  • We learn and demonstrate a mastery of IFYC methodologies, terms, and frameworks in our work and interactions.

  • We use our mission to guide decisions about our work.

We engage diversity in pursuit of pluralism

  • We recognize and deliberately seek to engage communities who are not already involved in the work of pluralism, and we modulate our framing and language to involve them. We actively seek out individuals and communities who may be open to the interfaith conversation because of the divisiveness of our current times, even when it may make us personally uncomfortable.

We achieve as a team

  • We fulfill our individual responsibilities at a high level of excellence and contribute to projects that have shared outcomes. We follow through on our commitments, both formal and informal, and assume personal responsibility for results.

We steward relationships and resources with conviction

  • We demonstrate exceptional interpersonal abilities and project peer quality (e.g. we are seen and treated as a peer by important partners at other organizations and institutions).
  • We prioritize being “good to work with” which, at times, means we need to carry more responsibilities and demonstrate our ability to execute with excellence.

We are all interfaith leaders

  • We model the traits that we teach others by exhibiting the vision, knowledgebase, skillset, and qualities of an interfaith leader.

We pursue excellence with grit, grace, energy…and we have fun doing it!

  • We constantly push ourselves to higher levels of performance, and ask ’how can I better contribute to meeting organizational goals?’ – even when that goes beyond stated expectations. Our first priority is to fulfill our greatest value to the organization.
  • We are adaptable to change. We absorb new projects and opportunities that arise by maintain strong project management and proactive planning skills