Coordinator, Human Resources and Philanthropy

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

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

Skills

• High School Diploma or GED
• Minimum of one (1) year of human resources-related administrative experience
• Intermediate proficiency with Microsoft Office Suite, required (advanced Excel skills preferred)
• Valid driver's license with a good driving record required
• Experience with HRIS and Learning Management Systems
• Experience with Virtuous or a comparable CRM/database system
• Experience with project management software
• Maintains strict confidentiality of information and conversations
• Strong attention to detail and accuracy
• Excellent organizational and time management skills; ability to multitask and prioritize
• Clear and effective written and verbal communication skills
• Customer-service oriented with a helpful, solution-focused mindset
• Approachable and able to build strong working relationships across all levels of the organization
• Comfortable learning and troubleshooting new technologies and systems
• Collaborative team player who works well with diverse personalities
• Adaptable, flexible, and accountable
• Proactive problem-solver with an interest in improving processes
• Advanced Excel skills

Company Overview