Operations Coordinator

ICADV is currently seeking a full time Operations Coordinator to work in the ICADV office in Springfield, IL. There are no remote or telecommuting options for this position. This position is responsible for providing clerical and administrative support for the delivery of the training, technical assistance, public education and advocacy programs of ICADV. This position also is responsible for coordination of membership and board of directors meetings, both virtual and in person.

Day to day responsibilities will include:

• Under the direct supervision of the Chief Operations Officer and general supervision of other management, the Operations Coordinator will perform the following duties:

  · Member Services: Execute logistical planning of Program Council and committee meetings as needed; responsible for posting materials to resource manager for use by member agencies and others using established posting and indexing guidelines.

  · Public Education: gain knowledge of available resources available to callers needing assistance and providing appropriate referrals.

  · Board of Directors: coordinate logistics for Board of Directors events; support CEO with committee meeting planning; staff meetings as necessary; prepare minutes; maintain board of directors’ member files.

  · Facilities and Administration: manage general incoming communications such as phone calls, emails, faxes and mail, responding to general inquiries and routing others to specific staff as needed; ensure adequate office supply inventory is maintained; coordinate logistics for other ICADV hosted meetings or events including but not limited to venue coordination, presenter/guest communications, meeting reservations; maintain thorough understanding of internal administrative communication mechanisms to offer basic functional support to other staff; collate and summarize various data sets for usage by others within the organization; maintain inventory of equipment and records for maintenance.

  · Information Technology: support Chief Operations Officer in maintaining information technology accounts and records; provide technology support as needed to other staff; install digital applications, configure profiles, and apply updates to technologies as directed by Chief Operations Officer; work with contractual IT professional to ensure adequate security measures are maintained; and when identified, offer improved methodologies to improve efficiencies and/or quality of work product of organization for management consideration.

  · Finance: maintain cash receipt log; maintain member dues payments records and coordinate member invoicing with Chief Financial Officer and Chief Operations Officer responsible for maintaining and balancing petty cash.

To be successful in this position applicant must be extremely organized and have the ability to manage and prioritize daily tasks; must be able to work well in a team based environment and exercise conflict resolution methods which lead to proactive, positive solutions; must be able to lift and carry a minimum of 40 pounds; and must have computer skills which allow the configuration and management of Office 365 user accounts and permission, management of Microsoft Team protocols internally, and ability to utilize various online platforms for internal communications to improve efficiencies in day to day procedures.

Personal Attributes

• Exercises genuine authenticity
• Long term commitment to and passion for the mission driven work of ICADV and to the empowerment of dv survivors and client centered services
• Must be passionate about promoting and addressing the needs of domestic violence survivors and other oppressed populations.

Communication Abilities

• Oral and written communication skills which demonstrate a commitment to professionalism
• Must be able to read, write, and communicate effectively in the English language
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and general public.
• Must be willing to work harmoniously and effectively with other personnel, as well as be willing to communicate with members and other partners based at whatever behavior or acuity level they are currently functioning.
• Appropriate conflict resolution methods which lead to positive solutions
• Ability to exercise ethical communication strategies which leads to strong team building, cooperation and execution of ICADV goals

Collaborations

• Ability to collaborate with diverse groups, internal and external
• Exceptional interpersonal and networking skills at the highest level to effectively carry out collaborative efforts necessary for the success of the position
• Ability to develop and maintain cooperative relations with a diversity of individuals, organizations and government agency that supports effective negotiation and networking necessary for advocacy with internal and external stakeholders

Software:

• Experience creating and managing users and user permissions in Office 365
• Experience utilizing and configuring Microsoft Teams for internal communications and video conferencing
• Experience managing Microsoft Teams Voice a plus
• Experience integrating and utilizing multiple online platform solutions for internal procedural efficiencies
• MS Word or comparable word processing application
• Adobe Acrobat
• Windows operating systems

Work environment:

• Ability to work in fast-paced, non-smoking, feminist-centered environment.
• Ability to work cooperatively with a variety of people as well as independently with minimal supervision.
• Ability to regularly work off site as needed.
• Flexible scheduling to allow for work outside of ICADV regular business hours as requested by the President/CEO.

Essential physical requirements:

• Standing for long periods
• Stooping, crouching
• Typing
• Sitting for long periods
• Possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

Physical effort/lifting:

• up to 40 pounds