Office and Program Coordinator

Description

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members.  At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better. 

If you are kind, patient, and ready to make a difference, we would love to meet you!

Full-time employees are offered the competitive benefits outlined below:

• Generous Paid Time Off 
• Paid training
• Health Insurance 
• Dental and Vision
• Life insurance
• 403(b) with company contribution 5%
• Tuition reimbursement

We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed. 

Job Title: Office and Program Coordinator

Department: Foster Care

Status: Full-Time, Nonexempt

Reports To: Associate Program Director of Foster Care

Starting Compensation Pay: $18.00/hr

PURPOSE: The Office and Program Coordinator is often the first point of contact between Caritas Family Solutions and visitors. This position has primary responsibility for supporting the daily operations of the office. Responsibilities may include management of the office building, coordination of the Caritas vehicle fleet assigned to the location, and office functions including front desk and receptionist coverage. Work is performed under the supervision of the Office and Fleet Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the Office and Fleet Manager and departmental staff to ensure efficient daily office operations.
• Serve as the primary point of contact for visitors, vendors, and callers, delivering professional and courteous customer service.
• Maintain office security by monitoring building access and visitor activity.
• Perform general clerical and administrative duties, including data entry, recordkeeping, document management, and correspondence.
• Coordinate office equipment repairs and communicate facility maintenance needs as necessary.
• Monitor fleet usage, GPS reporting, maintenance schedules, and vehicle records.
• Assist staff with vehicle scheduling, upkeep, and compliance requirements.
• Reconcile fuel card transactions and communicate discrepancies to the Finance Department.
• Perform other duties as assigned.

Please note that the Responsibilities and Qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.  

Requirements

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED:

Degree/Field Required: High School Diploma or GED

Degree/Field Preferred: Associate Degree

Additional Fields of Knowledge Important for the Role: 

• Knowledge of administrative and office procedures and systems such as word processing.
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of principles and processes for providing quality customer service, including assessing customer needs, meeting service standards, and ensuring customer satisfaction.

Experience Required: Minimum of two (2) years of related experience.

SKILLS REQUIRED:

Manager-Specific: N/A

Basic: Strong organizational skills, attention to detail, written and verbal communication skills, customer service orientation, ability to multitask, maintain confidentiality, and work independently.

Social: Ability to establish and maintain positive working relationships with staff, visitors, volunteers, vendors, donors, board members, and community partners. Demonstrates professionalism, courtesy, and strong interpersonal communication skills.

Problem Solving/Decision-Making: Ability to prioritize multiple responsibilities, identify and resolve routine office and fleet-related issues, exercise sound judgment, and adapt to changing priorities.

Proficient Computer Skills In: Microsoft Excel, Outlook, Word, Microsoft Teams, and office technology systems.

Expert Computer Skills In: N/A

Resource Management:Ability to coordinate office resources, maintain office supplies, support facility operations, schedule vehicle usage, and assist with fleet and building management functions.

Technical: Ability to operate office equipment, maintain electronic and physical records, manage phone systems, complete data entry accurately, and utilize fleet monitoring and office management systems.

Trauma-Informed: Must display a willingness to adopt trauma-informed interventions, principles, and practices as well as a commitment to ongoing development of their capacity for application of trauma-informed care. Realizes the prevalence of trauma among persons served by Caritas and the general population. Recognizes how trauma affects everyone involved—including clients, their families, staff, and community—and impacts behaviors. Responds to trauma by actively implementing the guiding principles of trauma-informed care into daily practice. Resists re-traumatization of persons served and staff by creating safe, welcoming, and supportive environments.

VEHICLE RELATED REQUIREMENTS: 

Access to reliable transportation: Required.

Access to a reliable automobile: Required.

Proof of continued auto insurance: Required.

Valid driver’s license: Required.

Additional license requirements: N/A

DRUG-FREE WORK ENVIRONMENT:

Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this, a strict drug-free workplace policy is maintained.