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 Company Overview Aspire 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