Administrative Coordinator

Monitor and maintain volunteer postings. Actively track, update, and manage volunteer listings across organizational platforms and external public boards (e.g., Serve Illinois, local community networks) to ensure visible pathways for individuals seeking qualification hours. Serve as the primary point of contact for all volunteer inquiries; promptly acknowledge and respond to high volumes of prospective volunteer emails, ensuring accurate timelines and clear next steps are communicated. Collect and screen preliminary volunteer details (names, dates of birth, and case details) to align their tracking requirements with Illinois Department of Human Services (IDHS) mandates. Schedule and conduct individual onboarding sessions for incoming volunteers on a rolling basis. Build and manage volunteer schedules to ensure participants are consistently provided enough service opportunities to securely meet their mandatory 20 hours per week (80 hours per month) threshold for SNAP Benefits. Educate incoming volunteers on organizational policies, site safety, and the rigid reporting mechanics required to log their hours accurately. Assist volunteers in accessing and utilizing the "Manage My Case" dashboard to verify their status, review state correspondence, and check the "Check if I meet SNAP work requirements" screening tools. Guide volunteers through the Illinois Application for Benefits Eligibility (ABE) portal ( directly assisting them in troubleshooting account creation, password resets, and initial application entries if needed. Maintain an up-to-date understanding of Illinois Department of Human Services (IDHS) eligibility standards, income thresholds, and specific exemptions for both SNAP and Medicaid. Attend relevant training and convenings to stay updated on new trends, requirements, and compliance standards for SNAP and Medicaid eligibility. Complete, sign, and distribute official organization verification letters and state-specific compliance forms (such as the IDHS SNAP Activity Report Form IL444-2610). Support SNAP/Medicaid recertification of volunteers. Develop trainings for participants in the volunteer program. Keep internal logs of completed volunteer hours to match state records. Serve as the primary point of contact for internship inquiries and screening interns for various agency programs. Support scheduling for the Executive Director and Executive Team. Oversee administrative tasks for the Executive Director/Team such as obtaining signatures, managing credit card reconciliation (compiling receipts, filling out forms, sending to the finance department), reimbursement forms, supply requests and tracking PTO. Coordinate travel arrangements and prepare itinerary for ED external appearances, meetings, events, travel, conferences etc. Coordinate logistics for in-person meetings such as securing facilities and coordinating catering. Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all E-team related meetings as appropriate. Assist the Executive Team in coordinating the agendas and taking minutes of various meetings. Support the Chief of Staff in secure speaking engagements and coordinates appearances for ED. Prepare and assemble reports and packets in advance of board meetings. Arrange all Board meetings in a timely manner including securing space, collecting all relevant materials for Board members, setting up conference lines, and taking minutes. Support administrative projects. Other Job duties as assigned. Requirements Bachelor's Degree or 3+ years of experience in administrative or human services profession. Proficiency in Google Workplace (calendar, gmail, docs, sheets, forms) Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Demonstrated ability to organize and manage the progress of large projects. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, volunteers, and external partners. Demonstrated proactive approaches to problem-solving with sound decision making capability. Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment. Flexible, adaptable and self-led attitude Consistently learning and working within the following frameworks: Anti-racism, Anti-oppression, Positive Youth Development, Trauma-informed and Balanced and Restorative Justice. Must successfully complete the Alternatives Internal Leadership Pipeline Program within two attempts as a condition of continued employment. Failure to meet this requirement may result in termination. Committed to working in a community-based, youth-centered organization, with flexibility, cultural responsiveness, and a high level of professionalism and confidentiality. The COVID vaccine is mandatory for all employees to the full extent permissible under applicable law. Core Competencies Demonstrates strong organizational and interpersonal skills to effectively manage volunteer programs and administrative tasks while ensuring compliance with Illinois Department of Human Services standards. Proficient in utilizing Google Workplace tools to streamline communication and project management. Highest-signal resume keywords Bachelor's Degree Or 3+ Years Experience Proficiency In Google Workplace Strong Organizational Skills Interpersonal Skills Knowledge Of IDHS Eligibility Standards ATS Optimization Keywords Hard Skills Volunteer Management Project Management Data Entry Compliance Documentation Scheduling Report Preparation Training Development Administrative Support Logistics Coordination Problem Solving Soft Skills Attention To Detail Relationship Building Proactive Problem Solving Adaptability Cultural Responsiveness Certifications & Qualifications Alternatives Internal Leadership Pipeline Program Industry Keywords SNAP Medicaid Volunteer Program Community-Based Organization Youth-Centered Organization Anti-Racism Anti-Oppression Trauma-Informed Care Balanced And Restorative Justice Confidentiality Tools & Technologies Google Calendar Google Gmail Google Docs Google Sheets Google Forms Manage My Case Dashboard ABE Portal #J-18808-Ljbffr