Senior Coordinator of Operations

Job Type

Full-time

Description

Position: Senior Coordinator of Operations

Reports to: Executive Director and Operations Supervisor

Job Status: Full-time Non-Exempt

About Us

Chinese Mutual Aid Association (CMAA) is a community-based 501(c)3 nonprofit organization dedicated to supporting Chicagoland’s diverse immigrant and refugee communities. Established in 1981, CMAA is a cornerstone of the “Asia on Argyle” corridor of the Uptown Neighborhood of Chicago with a satellite office in Elgin, IL, providing programs to serve our community across generations. We offer after-school, summer camp, and mentoring programs for young people.

For adults, we provide case management and social services, education including English as a Second Language (ESL) classes, job preparation and placement services, and immigration and citizenship case assistance. We connect older adults to in-home care support and community enrichment through our Golden Age Club. Finally, we support entrepreneurs and small businesses as the Economic Development Center in Illinois.

Job Description:

Reporting to the Executive Director and partnering with the Operations Supervisor, this position's primary responsibility is ensuring organizational effectiveness through facilities maintenance, program analyses, operations and logistics.

Working with the management team, the position also contributes to the development and implementation of organizational strategies, policies and practices. This position will also interact with the Board of Directors.

Essential Functions & Responsibilities

Operations

Handle and coordinate the office administration functions according to the annual work plan, established policies and procedures

Provides administrative support to the Executive Director and board of directors

Prepares agendas and reports for organizational leadership such as directors

Keeps the filing system in good order and up-to-date

Submits expense reports

Oversees and relays Repairs & Maintenance orders from other departments across the organization

Prepares monthly utilities and facilities reports for submission to management

Adheres to all agency rules, fire regulations, departmental policies and procedures

Increases the effectiveness and efficiency of administration through improvements to each function (HR, IT, Finance) as well as coordination and communication between functions.

Drive initiatives in the management team and organizationally that contribute to long-term operational excellence.

Supports Development and Communications staff for 1) special visits, 2) tours of CMAA sites, 3) major special events

Risk and Safety Management

Analyze and update organizational insurance policies

Review and update property lease agreements

Review and analyze incident reports

Proactively schedule safety reviews and tests of our facilities, properties, and systems

Coordinate and implement safety and health drills and trainings, ie CPR/First Aid, fire/shelter in place/tornado/ storm, pest control

Review and update procedures for CPR/First Aid, fire/shelter in place/tornado/ storm, pest control

Coordinate with Operations staff to evaluate service agreements with external vendors, such as for security, pest control, plumbing, HVAC, engineering, general and subcontractors

Monitor external vendors, such as for security, pest control, plumbing, HVAC, engineering, general and subcontractors

Program and Facility Analyses

Coordinate with IT and program staff to implement Salesforce database

Compile and analyze data for program and operations effectiveness and efficiencies to improve client services, such as office visits, office attendance, response times to calls and inquiries

Analyze cost-benefits of vendors, services and systems, especially gas, electricity, energy, and insulation to improve organizational efficiency

Supports Executive Director and relevant department leaders for special projects

Performs other duties as assigned

Qualifications

At least 3 years of experience in project coordination

Degree in mechanical engineering or a related engineering or technical discipline required.

Evidence of computer skills and proficient in excel, word, monday.com and Salesforce

Excellent communication skills both verbal and written

Knowledge of government contract management and knowledge and experience in organizational effectiveness and operations management, implementing best practices

Proficiency in another language a plus

Experience working in a non-profit organization a plus

A demonstrated commitment to high professional ethical standards and a diverse workplace

Knowledge of tax and other compliance implications of non-profit status

Excels at operating in a fast-paced, community environment

Ability to work with teams, open to direction and collaborative work style, and commitment to get the job done

Ability to challenge and debate issues of importance to the organization

Persuasive with details and facts

Delegate responsibilities effectively

High comfort level working in a diverse environment

Work Environment

Community center setting with offices, multi-purpose spaces, meeting rooms

Fast-paced work environment

Requires onsite work (not generally a remote position)

Some meetings occur via conference call or virtual

Physical Demands

Lifting & Carrying: Frequently lift/carry up to 10 lbs; occasionally lift up to 15-20 lbs

Mobility: Stand and/or walk for 4 to 8 hours per shift; maneuver around tight workspaces

Dexterity: Perform repetitive hand, wrist, and finger movements (e.g., typing or sorting)

Environment: Tolerate loud noises or extended periods of screen time

Scheduling: Must be able to adjust schedule due to facility urgent matters, such as security notifications

Perks

Health benefits

Opportunities for growth and to give back to communities

Fun, high-energy culture

Flexible hours, based on individual schedule

Relaxed dress code

Access to an exceptional leadership team

Chinese Mutual Aid Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.