Location:
1406 Suydam Road
Sandwich, Illinois

Salary:
$20.00 an hour

The Administrative Coordinator at Fox Valley Community Services (FVCS) supports the smooth, professional operation of our organization through high-quality administrative, HR support, and communication services. As the welcoming face of our employee community and a key liaison to staff, volunteers, partners, and visitors, this role combines strong organizational skills with a tech-savvy, service-oriented approach. The Administrative Coordinator helps foster efficiency, connection, and clarity across departments, contributing to our mission of enriching the lives of seniors in the community.

Essential Functions: 

• Serve as the first point of contact for internal and external stakeholders; greet visitors, answer phones and emails, and direct inquiries with warmth and professionalism.
• Coordinate calendars, schedule meetings, prepare agendas, take minutes, and track action items to completion.
• Support People Operations/HR processes: coordinate onboarding and offboarding; prepare new-hire packets and e-signature documents; schedule orientations and trainings; create/close user accounts; maintain personnel files and HRIS records; uphold confidentiality.
• Assist with recruitment logistics: post jobs, screen for basic qualifications, schedule interviews, coordinate candidate communications, and conduct reference checks as assigned.
• Provide benefits administration support: assist with enrollments and changes, track acknowledgments and trainings, and support open enrollment communications.
• Maintain internal communications channels (email, Teams/Slack, intranet/newsletters) to ensure timely updates, clarity on policies, and strong employee engagement.
• Plan and support internal events and recognition efforts (staff meetings, trainings, celebrations, volunteer activities) that promote inclusion and community.
• Manage office supply inventory, place and track orders, and coordinate with vendors for cost-effective and timely service.
• Support facilities and equipment needs: submit and track service tickets, coordinate repairs, and ensure meeting rooms and common areas are organized and functional.
• Partner with IT to troubleshoot basic issues; coordinate device setup, access badges/keys, and software license assignments.
• Process incoming/outgoing mail and packages; manage shared inboxes and distribution lists.
• Prepare routine reports, spreadsheets, and presentations for management; maintain dashboards and checklists for key workflows (onboarding, compliance, events).
• Assist with basic financial administration such as invoice intake and coding, credit card receipt collection, mileage/expense report tracking, and petty cash logs in coordination with Finance.
• Draft, update, and organize standard operating procedures (SOPs), forms, and templates to streamline processes and improve efficiency.
• Ensure compliance with organizational policies and applicable regulations; maintain accurate, well-organized digital filing systems.

Competencies:

• Strong customer service orientation; warm, professional communication skills (verbal and written).
• Excellent organization, time management, and follow-through; able to manage multiple priorities.
• Proficient with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and/or Google Workspace; quick to learn new tools.
• Familiarity with HRIS/ATS platforms, e-signature tools, video conferencing, and basic data reporting.
• Discretion and integrity handling confidential and sensitive information.
• Problem-solving mindset with the ability to anticipate needs and think proactively.
• Ability to work independently and collaboratively in a fast-paced, community-facing environment.
• Commitment to diversity, equity, inclusion, and respectful service to seniors, caregivers, volunteers, and staff.

Work Environment:

This position operates within a professional office environment during standard business hours, with occasional need to attend meetings or events outside of regular hours.

Physical Demands:

Typical of an office environment, requiring extended periods of time at a desk, using computer and telephone systems. Occasional lifting of materials up to 25 pounds may be required.

Required Education and Experience:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Minimum 3 years of experience in administrative coordination, office administration, or HR support.
• Experience in a non-profit or community services environment is beneficial.
• Basic knowledge of accounting and financial documentation is helpful.

AAP/EEO Statement:

FVCS is an equal opportunity employer.

Other Duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job.  Duties, obligations, and activities may change at any time with or without notice. 

Please Contact Kara Trost: 815-786-9404 X101, KTrost@fvoas.org