Division Coordinator

Job Description

Job Description

Title : Division Coordinator II - Yoth Residintial Services

Location : 4822 N Broadway

Schedule : Hybrid, Monday to Friday (8 : 30am-5 : 00pm)

Summary :

Join our dynamic team at Heartland Human Care Services, where we are dedicated to making a positive impact on the lives of others.

As a Division Coordinator specializing in Compliance and Quality Assurance, you'll play a crucial role in ensuring the highest standards of internal auditing, staff compliance, and overall quality improvement.

At Heartland Human Care Services, we're committed to fostering a culture of excellence, and your contributions will directly contribute to our mission of making a meaningful difference in the community.

Why Join Us :

• Make a Difference : Be a part of an organization that is deeply committed to creating positive change in the lives of individuals and communities.
• Professional Growth : Take on a leadership role where you can develop and implement asset management systems, supervise a dedicated team, and contribute to ongoing education initiatives.
• Comprehensive Benefits : Enjoy a range of benefits, including medical, dental, vision insurance, 401(k) match, paid maternity and paternity leave, commuter benefits, student loan assistance, and more.

Our Benefits :

• Medical insurance. BCBS PPO, EPO, and HSA Plans
• Dental insurance.
• Vision insurance.
• 401(k) 3% Employer Contribution.
• Paid maternity leave.
• Paid paternity leave.
• Commuter benefits.
• Student loan assistance.
• Tuition assistance.
• Disability insurance
• FSA Spending Account
• Life Insurance
• Employee Assistance Program
• Special Vendor Discounted Offerings on Travel, Amusement Parks, etc.

Essential Functions :

Duties & Responsibilities

• Provide general administrative support to all SAFEty programs and serve as an administrative assistant to the Director of Business Operations, Managing Director, and senior directors of SAFEty.
• Answer incoming calls to the SAFEty switchboard and provide professional and proactive customer service and expedient transfers to relevant parties.
• Manage and maintain division-wide databases, financial transactions, and general program inventory; establish procedures for processing data;

and support updating related information.

• Manage the Initiatives inventory, including receiving, distributing, and ordering additional inventory in a timely manner.
• Reconcile financial items and prepare and monitor expense reports, credit card details, and contract billings.
• May serve as point person for processing invoices for the Initiatives via Concur and other channels.
• Prepare records, contracts for signature or submission, personnel, and other documentation, and ensure the appropriate filing and distribution of such data.

Develop forms, as needed, and establish procedures for processing data and information. Maintain confidentiality of all documents and other information.

• May serve as point person for the administration of SAFETY’s fleet of vehicles, including tracking licenses and registrations and insurance renewals and deadlines.
• Manage processes related to running background checks on potential client sponsors, including scheduling appointments, explaining the process to families, completing paperwork, and ensuring timely submission of related documents.
• Assist in receiving inventory deliveries and in transporting inventory to designated storage areas.
• Coordinates and performs specialized data processing tasks for the Initiatives of SAFETY, as defined by Initiatives needs and contractual requirements.
• Performs non-specialized tasks as needed, including but not limited to word processing, filing, photocopying, screening incoming calls and visitors / clients, and directing correspondence in accordance with organizational standards and Initiatives guidelines.
• Establish and maintain relationships with goods and services vendors and act as a point person for external parties.
• Maintains an appropriate professional demeanor and cultural understanding towards co-workers, visitors, clients, supervisors, and other non-personnel.
• Manage all Protocol and Procedure Manuals and Standard Operation Procedures to remain current, relevant, and in compliance.
• Prepare materials for and serve as a scribe at team meetings.
• May occasionally work in a general capacity at the program sites. Working in the milieu at the program sites requires the supervision of clients both individually and in groups, actively participating in activities, and leading workshops, among other duties.
• May be required to transport participants and to ensure timely delivery of food and or supplies to other destinations, which may include driving an agency vehicle.

Education and Experience :

• High school diploma or equivalent General Education Diploma is required.
• Minimum five (5) years of related experience in an operational / administrative / clerical role.
• Bilingual is required.

Knowledge / Skills / Abilities (K / S / A) :

• Demonstrated computer proficiency, including knowledge of word processing, spreadsheet, and database software.
• Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
• Ability and comfortability working with people of varying socioeconomic backgrounds.
• Demonstrated ability to handle confidential and sensitive information, possessing skills to handle situations in a professional and diplomatic manner.
• A high degree of collaboration and emotional intelligence, self-motivation, and analytical ability
• Proficiency in Microsoft Office, Internet Explorer, Outlook / Exchange, Windows operating systems, and other software routinely used by Heartland Human Care Services.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Ability to work independently and remain self-motivated with minimal direct supervision.
• Access to regular, dependable, and timely transportation .

Work Arrangement :

This role is eligible for a hybrid work arrangement. This person is expected to be able to meet in person when needed or at others' requests.

In-person meetings may be required on a regular basis (weekly, monthly, etc.). This person is expected to be in the office approximately three days per week.

There may also be the availability to work from home when appropriate.

Work Environment :

• The noise level in the work environment is usually moderate.
• Each program site operates 24 / 7, 365 days per year. To meet the needs of our participants and contractual obligations, employees are required to be flexible regarding scheduling and work location.
• Program sites are located throughout the Chicago area, including the North and South sides of Chicago. Employees may be required to report to any one of our locations on a temporary or permanent basis.

Physical Demands :

• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.
• The employee is frequently required to reach with hands and arms.
• The employee is occasionally required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and / or move various types of inventory, including various sizes and weights, up to his or her ability.

Equal Opportunity Employer Statement

Heartland Human Care Services makes all hiring and employment decisions and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.