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Aspire Chicago · 18 hours ago

Coordinator, Human Resources and Philanthropy

HILLSIDE,IL,US

Full-time

Hybrid

Entry Level

1+ years exp

Aspire Chicago is a mission-driven organization seeking a Coordinator for their Human Resources and Philanthropy Teams. This role provides essential administrative support, ensuring smooth operations and effective execution of people-focused and donor-facing initiatives.

FamilyHealth CareHome Services

Growth Opportunities

Responsibilities

Maintain compliant active and terminated employee files, ensuring all required documentation is filed accurately and timely

Create and manage new hire files, ensuring paperwork is organized in appropriate sub-folders and maintained according to compliance guidelines

Maintain independent contractor and consultant files in accordance with record retention and compliance requirements

Process termination files and ensure required documentation is retained per record retention guidelines

Maintain accurate team member data on the Department of Human Services (DHS) Registry

Complete DHS annual background checks for all team members and contracted individuals

Conduct annual license and background checks (e.g., driver’s license, background checks, CANTS)

Support audits and surveys conducted by regulatory agencies by providing employee file documentation as requested

Support gift acknowledgment and stewardship processes, including printing, gathering signatures, scanning, mailing, and filing acknowledgment letters

Assist with data health initiatives such as de-duplication, updating contact information, and broader database maintenance efforts

Collaborate with the Philanthropy team on CRM/database management, including monitoring data integrity, preparing reports, and supporting onboarding to new systems and processes

Perform basic data entry on a project-by-project basis, with opportunities to take on increased responsibility in data management and gift entry as skills develop

Schedule philanthropy- and fundraiser-related meetings and document meeting notes

Make purchases and place orders as needed

Deliver or mail collateral and documents; assemble in-house mailings

Assist in maintaining up-to-date documentation for database, team communication, and development system processes through the Philanthropy Team handbook

Support management of in-kind donation inquiries, including coordination with internal team members and follow-up with donors

Coordinate the Philanthropy team calendar to enhance communication and support team meetings, celebrations, and outings

Maintain and organize documents, folders, materials, mailings, facility tours, and philanthropy initiatives

Provide event planning and implementation support for philanthropy, marketing, and volunteer events

Qualification

Human Resources AdministrationMicrosoft Office SuiteHRIS ExperienceCRM/Database ManagementProject Management SoftwareCustomer Service OrientationAttention to DetailOrganizational SkillsCommunication SkillsProblem-Solving