The Operations Associate for UNITE HERE Chicago Hospitality Institute (UHCHI) is generally the first point of contact for UHCHI via phone, email, and in-person with prospective Apprentices, Community Based Organizations, Partners, Political affiliates, The McCormick Place team, and others. This role is significant to the daily operations for UHCHI, and we are looking for someone that is a mission driven professional, who is a flexible, adaptable, and an organized forward thinker who anticipates the needs of the organization, our trainees, and our overarching team. This role reports directly to the Executive Director.
Operational Support
- Create forms that will support an organized structure for programming and other tracking
- Assist in the preparation of regularly scheduled reports
- Answer and direct phone calls to appropriate team members
- Organize and schedule appointments, manage list(s) of interested candidates and manage training calendar
- Plan meetings, take detailed minutes and share notes
- Write and distribute email, correspondence memos, letters, and forms as needed
- Ensure data is consistently entered with accuracy
- Develop and maintain a filing system
- Maintain and utilize internal digital filing system
- Update and maintain office policies and procedures
- Order office and program supplies and research new deals and suppliers
- Maintain contact lists
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Liaise with executive and senior Administrative Assistants to handle requests and queries from senior managers and partner agencies
Program Operations
- Support and respond to social media engagement
- Prepare various presentations, spreadsheets, forms, and supplemental materials as needed to support program operations and Executive Director
- Retrieve and share collected data and documents with organizational partners
- Maintain accurate attendance records for program participants
- Utilize a Content Management System (CMS) to keep UHCHI website up to date
- Keep accurate records of equipment lent to program participants
- Proven experience as an Operations/Executive Associate
- Knowledge of office management systems and procedures
- Working knowledge of office equipment
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School Diploma or equivalent
- Bilingual: Spanish a plus
SALARY AND BENEFITS
Competitive salary commensurate with experience. Generous benefits package that includes medical, dental and vision, vacation and sick time, paid holidays, and a retirement plan.
This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Duties, responsibilities, and activities may change at any time with or without notice. May be required to work some evenings and weekends.
UHCHI is an Equal Opportunity Employer