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.ResponsibilitiesMaintain compliant active and terminated employee files, ensuring all required documentation is filed accurately and timelyCreate and manage new hire files, ensuring paperwork is organized in appropriate sub-folders and maintained according to compliance guidelinesMaintain independent contractor and consultant files in accordance with record retention and compliance requirementsProcess termination files and ensure required documentation is retained per record retention guidelinesMaintain accurate team member data on the Department of Human Services (DHS) RegistryComplete DHS annual background checks for all team members and contracted individualsConduct 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 requestedSupport gift acknowledgment and stewardship processes, including printing, gathering signatures, scanning, mailing, and filing acknowledgment lettersAssist with data health initiatives such as de-duplication, updating contact information, and broader database maintenance effortsCollaborate with the Philanthropy team on CRM/database management, including monitoring data integrity, preparing reports, and supporting onboarding to new systems and processesPerform basic data entry on a project-by-project basis, with opportunities to take on increased responsibility in data management and gift entry as skills developSchedule philanthropy- and fundraiser-related meetings and document meeting notesMake purchases and place orders as neededDeliver or mail collateral and documents; assemble in-house mailingsAssist in maintaining up-to-date documentation for database, team communication, and development system processes through the Philanthropy Team handbookSupport management of in-kind donation inquiries, including coordination with internal team members and follow-up with donorsCoordinate the Philanthropy team calendar to enhance communication and support team meetings, celebrations, and outingsMaintain and organize documents, folders, materials, mailings, facility tours, and philanthropy initiativesProvide event planning and implementation support for philanthropy, marketing, and volunteer eventsSkillsHigh School Diploma or GEDMinimum of one (1) year of human resources-related administrative experienceIntermediate proficiency with Microsoft Office Suite, required (advanced Excel skills preferred)Valid driver's license with a good driving record requiredExperience with HRIS and Learning Management SystemsExperience with Virtuous or a comparable CRM/database systemExperience with project management softwareMaintains strict confidentiality of information and conversationsStrong attention to detail and accuracyExcellent organizational and time management skills; ability to multitask and prioritizeClear and effective written and verbal communication skillsCustomer-service oriented with a helpful, solution-focused mindsetApproachable and able to build strong working relationships across all levels of the organizationComfortable learning and troubleshooting new technologies and systemsCollaborative team player who works well with diverse personalitiesAdaptable, flexible, and accountableProactive problem-solver with an interest in improving processesAdvanced Excel skillsCompany OverviewAspire offers services to children and adults with developmental disabilities, their families and their communities. It was founded in 1960, and is headquartered in Chicago, Illinois, USA, with a workforce of 51-200 employees. Its website is https://aspirechicago.com.



Apply To This Job