search
Home > Chicago jobs > Chicago management/professional

Posted: Friday, November 24, 2017 12:09 AM

Reply

Trust Program Assistant

Description

Mission

The Michael Reese Health Trust exists to improve the health of vulnerable people in the Chicago metropolitan area. The Trust carries forward the vision of Michael Reese Hospital’s Jewish founders and the generations of philanthropic and healthcare leadership they inspired through grant making to organizations that address the health and well-being of our community.

Core Values

The Trust honors the Jewish legacy of Michael Reese Hospital by: improving the physical, mental and social well-being of vulnerable populations; being strategic, innovative and collaborative; and conducting itself with the utmost compassion, integrity and diligence.

Profile

The Trust makes grants and engages community stakeholders to collaboratively solve problems and to develop high-quality, accessible, sustainable programs. We seek a skilled, energetic, organized, focused and helpful Program Assistant to provide the front- and back-office support that makes all of this possible. We recognize the role that administrative support plays in fulfilling our mission and we value the people who perform this work.

Responsibilities

Administration

Staff the Trust’s physical and virtual Front Desk: Answer telephone calls; greet visitors; process outgoing mail and route incoming mail; accept deliveries; monitor general website inquires and route or respond timely to them.

Provide lead logistical support to Board and Board Committee meetings: schedule and plan meetings and events; track expected and actual attendance; prepare and coordinate components of Board Books, Grants Books and agenda packets for Committee meetings; ensure that these are assembled and distributed timely; handle the setup and takedown of meeting rooms including seating arrangements, materials, A/V requirements and refreshments; assist with taking and preparing meeting minutes.

Support the Trust’s accountant and auditor as needed.

Provide clerical support to the Trust’s President: prepare correspondence; proofread documents; assist with scheduling.

Maintain the confidentiality, accuracy and completeness of Trust records and record-keeping systems, including paper and electronic files for the Board of Directors, Board Committees, Finance, Grants Program and legal and compliance matters.

Maintain supplies and equipment inventories, vendor relationships; and all office maintenance, storage and purchasing systems. Keep office and kitchen supplies stocked and office equipment in working condition. Track and resolve all repairs.

Trouble shoot and perform routine equipment, technology and website maintenance. Coordinate the work of vendors and contractors for more complex tasks and projects, tracking all repair calls and related requests and their resolution.

Serve as in-house “Super User” of software systems, including Microsoft Office Suite, Adobe Acrobat, and GIFTS Online. Enter, code and maintain contacts in appropriate databases. Maintain user protocols for software systems. Keep software up to date and files secure and backed up.

Be an active member of the Trust’s professional team: attend and contribute to staff meetings; participate in educational programs related to this position’s duties.

Maintain the Trust’s Operations Manual.

Ensure that documents produced and reviewed are accurate and project deadlines are met.

Perform special projects and other duties as assigned by supervisor

Grants Program

Help the professional team plan, schedule and hold stakeholder meetings: handle logistics including room reservations, attendee registration, materials preparation, room setup and takedown, refreshments, A/V requirements and meeting follow up. Track expected and actual attendance; help welcome and assist speakers and guests. Take, prepare and distribute meeting minutes as assigned.

Provide clerical support to the professional team: Prepare batch mailings and other correspondence; run reports; proofread documents. Assist with Grants Book and Grants Committee materials and preparation as outlined under Administration, bullet two, above.

Perform GIFTS Online functions to support the professional team: Enter and update contact information; query and clean duplicate and out-of-date records; run reports. Download grant proposals and other documents from IGAM, the GIFTS Online portal for current and prospective grantees. Review IGAM-generated documents for completeness, update organizational records based on them, and print hard copies as requested by Program Officers. Monitor grantee reporting requirements and compliance, resolving routine matters and escalating issues if necessary.

Ensure that documents produced and reviewed are accurate and project deadlines are met.

Assist with special projects as assigned by supervisor.

Finance

Support the Chief Operating Officer, Accountant and Auditors as needed.

Enter financial data into GIFTS Online and accounting software.

Ensure that documents produced and reviewed are accurate and project deadlines are met.

Assist with special projects as assigned by supervisor.

Qualifications

Bachelor’s degree desirable.

Minimum three years of administrative office experience required.

Strong proficiency in Adobe, QuickBooks and Microsoft Office, including Outlook, PowerPoint, Word and Excel, required. Ability to create well-formatted documents and graphics required.

Strong proficiency in at least one database, including data entry, administration and generating reports required. Experience with GIFTS Online and IGAM desirable.

Ability to manage multiple projects simultaneously, and to work independently and collaboratively, depending on the project, required.

Strong organizational and analytical skills, reasoning and discretion, and an unwavering commitment to confidentiality required.

Interest in and willingness to support people who have a range of roles at the Trust, including co-workers, community stakeholders and Board members, required, as are diplomacy skills.

Excellent written and verbal communication skills required.

Exceptional attention to detail, meticulousness with written materials, including strong proofreading skills, required.

Work Environment

This position operates primarily in a professional office environment that is accessible.

This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, postage and fax machines. It involves clearing and washing dishes from tables after meetings, and keeping the office and kitchen clean.

The environment is dynamic; requiring employee to regularly talk, listen and/or read a computer monitor, as well as to stand, walk, handle or feel, and reach with hands and arms. The employee must be able to lift and/or move objects up to 25 pounds.

Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, military service and/or marital status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes.

Compensation

Salary is in the $45,000-$60,000 range, based on experience. Excellent employee benefits.

Application Process

Send cover letter and resume in one PDF file titled: Applicantlastname-Applicantfirstname.Date (i.e., the date the file is sent) to programs@healthtrust.net. No telephone calls please.

Applications will be accepted until the position is filled.

• Location: Chicago, Chicago, Illinois

• Post ID: 80468627 chicago
chicago.backpage.com is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017 backpage.com