Administrative Manager

Location: Chicago, IL

 

Description

BPI is a public interest law and policy center that has been at the front lines of the fight for social justice in the Chicago region for over 50 years. Known for its innovative and effective advocacy for racial and economic equity, today BPI is deeply engaged in advancing systemic change in policing, the criminal legal system, housing, and early learning.

With collaboration as a core value, BPI partners with people directly impacted by racial and economic injustice and the community-based organizations that serve them. The organization’s tenacious lawyers and policy staff employ a combination of legal tools, policy research, organizing, advocacy, and convening to achieve transformational change. BPI works to develop nuanced policies and programs, advance effective strategies, catalyze strong coalitions, and advance progress toward its overarching vision of a state where every person has the right and opportunity to live their fullest life in a thriving community and free of systemic barriers.  A collaborative and stimulating workplace, BPI is committed to offering opportunities to learn, grow, and contribute meaningfully to work that advances racial, economic, and social justice.

The Position

BPI seeks a dynamic and experienced professional with a demonstrated commitment to racial and social justice to join our team as an Administrative Manager. The successful candidate will be flexible, creative, and comfortable working independently and within a team on multiple projects of varying complexity.  This professional will be well organized, flexible, and enjoy the challenges of supporting an office of diverse people committed to racial, economic, and social justice.

Responsibilities

Human Investment 

  • Manage hiring process for new employees, including recruiting, scheduling interviews, and onboarding new staff;
  • Maintain strong employee engagement and retention;
  • Coordinate professional development, training, coaching, and employee investment programs;
  • In cooperation with the Managing Director of Finance and Operations, maintain and implement office policies;
  • Support a culture representative of BPI’s values, including authenticity, transparency, accountability, and equity;
  • Plan and coordinate office-wide events, including celebrations, staff meetings, retreats, and other gatherings; and
  • Manage and coordinate volunteers.

 Support BPI Board    

  • Assist the Executive Director with preparation and distribution of materials for board meetings, board committee meetings, and presentations;
  • Prepare and distribute minutes of meetings and correspondence;
  • Maintain board and committee calendar; and
  • Maintain board records.

Data Management   

  • Maintain organization of digital and paper files, creation and coordination of project folders, contacts, and other materials;
  • Ensure filing systems are maintained and current;
  • Maintain efficient database operations including data entry, data cleansing, and mailing-list management;
  • Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, and retrieval; and
  • Collect and prepare data for records and reports as needed.

Administrative  

  • Provide administrative support for all staff;  
  • Manage incoming mail, email, and telephone calls; serve as the first point of contact for all who enter the BPI office;   
  • Draft correspondence and communicate professionally both verbally and in writing; send letters individually and through mail mergers;  
  • Support Managing Director of Finance and Operations by ensuring processing and recordation of transactions as needed;   
  • Create, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations 
  • Perform filing, photocopying, scanning, compiling, and distributing of documents;   
  • Schedule in-person and virtual meetings with internal and external stakeholders as needed; manage and maintain schedules and calendars;   
  • Ensure the smooth functioning of the office by overseeing and maintaining the physical office space, ordering supplies, equipment, and repairs, and liaising with facility management services;  
  • Assist with set-up and tear-down of in-house meetings; and 
  • Support drafting and filing of all legal and regulatory documents as needed.   

QUALIFICATIONS

We seek an individual who is an energetic professional and adept at multi-tasking with the following:  

  • Five or more years’ relevant experience, preferably in a non-profit organization;
  • Strong computer skills and expertise with Microsoft suite of software, including Outlook, Word, Excel, PowerPoint, and SharePoint;
  • Track record of building strong employee engagement and culture, coupled with a team growth mentality;
  • Knowledge of office management responsibilities, systems, and procedures; accounting, data, and administrative management practices; and human resources management practices and procedures;
  • Demonstrated ability to manage a workload of diverse tasks and organize and prioritize workflow; highly organized, skilled in working under tight timelines, and following through on issues in a timely manner;
  • Excellent writing, grammatical, and proofreading skills;
  • Strong interpersonal and oral communication skills; collegial, collaborative, energetic, able to develop productive relationships with colleagues, consultants, vendors, and others who contribute to the effective and efficient functioning of operations and administration;
  • Capacity to work both independently and collaboratively in a fast-paced, high volume environment;
  • Experience engaging in creative problem solving and taking initiative, while utilizing a solutions-oriented approach and exhibiting flexibility and good judgment;
  • Demonstrated commitment to the BPI values of equity, inclusion, and shared power;
  • Bilingual language fluency is a plus; and
  • Bachelor’s degree preferred or equivalent experience.

To Apply

Please apply using the application portal below. Include a resume and a cover letter explaining your interest and qualification for this position.  If your candidacy advances to the final round, you will be asked to provide a list of four professional references.  BPI will accept applications until the position is filled.    

Please note that BPI requires all employees to be fully vaccinated against COVID-19 as a condition of employment. Accordingly, successful candidates must be fully vaccinated against COVID-19 and submit proof of vaccination prior to the commencement of employment, unless they qualify for a reasonable accommodation for bona fide medical or religious reasons. 

BPI is an equal opportunity employer.  We value a diverse workforce and an inclusive culture.  We strongly encourage applications from people of color, immigrants, people with disabilities, members of the LGBTQ community, people with lived experiences of poverty, and people from underrepresented and historically marginalized groups. 

Reasonable accommodation will be made so that applicants with disabilities may participate in the application process.  Please advise in writing of special needs at the time of application. 

The salary for this position is commensurate with experience with a likely range between $50,000-$65,000.  

 

Benefits include: PTO and paid leave; health, dental, and vision plans; retirement savings plan; and a cell phone benefit.  

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