Coordinator, Human Resources and Philanthropy at Aspire Chicago – HILLSIDE, Illinois

The Coordinator, Human Resources and Philanthropy is a shared, mission-driven role that provides essential administrative and operational support to both the People (HR) and Philanthropy Teams. This position plays a key role in ensuring smooth day-to-day operations, strong internal coordination, and effective execution of people-focused and donor-facing initiatives.

The ideal candidate is highly organized, detail-oriented, and comfortable balancing multiple priorities across teams. This role is well-suited for someone who enjoys supporting others, working behind the scenes to keep systems running smoothly, and contributing to a mission-driven organization.

The following reflects primary responsibilities; additional duties may be assigned as organizational needs evolve.

• 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.

Database Support

• 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.

Administrative and Operational Support

• 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.

• 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

• Maintains strict confidentiality of information and conversations
• Strong attention to detail and accuracy
• Excellent organizational and time management skills; ability to multitask and prioritize
• Clear and effective written and verbal communication skills
• Customer-service oriented with a helpful, solution-focused mindset
• Approachable and able to build strong working relationships across all levels of the organization
• Comfortable learning and troubleshooting new technologies and systems
• Collaborative team player who works well with diverse personalities
• Adaptable, flexible, and accountable
• Proactive problem-solver with an interest in improving processes

The Coordinator will work onsite Monday-Thursday at our Shannon Center location in Hillside. Friday has the option to work remotely.