Administrative Manager
ABOUT ICNC
ICNC is a non-profit organization that works to strengthen the companies in the Kinzie Industrial Corridor on Chicago's Near West Side. In addition to representing and providing assistance to hundreds of companies in its community, ICNC owns and operates Make City, a small business incubator which houses 100 small business tenants in its 416,000 square foot facility.
ICNC also co-owns the Hatchery, a food and beverage manufacturing incubator in Chicago’s East Garfield Park neighborhood which assists food & beverage entrepreneurs grow their businesses. This facility is a one-stop-shop aiming to solve three major challenges in the industry: access to production space, financing, and resources.
Please visit http://www.industrialcouncil.com and http://www.thehatcherychicago.org for information on ICNC's mission and activities.
POSITION DUTIES & RESPONSIBILITIES
The Administrative Manager is responsible for leading the organization’s efforts to ensure all staff can access and use the information, tools, and technology needed to accomplish their jobs. The AM will work with the senior leadership team to ensure ICNC has structures and documented processes for communication, information storage, and compliance. The role combines administrative, technology, and project management duties. This is a full-time position and reports directly to the Chief Executive Officer.
The Administrative Manager’s duties will be focused on five key concepts critical to the organization’s success:
· : Identify, design, create, and/or implement systems and use of tools that allow staff to reach and exceed programmatic and financial goals regardless of location
· : Implement changes that advance automation and eliminate redundant or unnecessary work
· : Lead organizational work on compliance, cyber security, and other critical areas
· : Document policies and procedures and lead efforts to see that they are followed and embedded into organizational culture
· : Remain aware of changes and improvements that could benefit the organization and discuss with CEO those that align with our priorities; lead implementation of those selected
Administration
· Work with CEO to develop and implement an administrative departmental strategy. It should include a time and direction component that shows goals, paths to them, and a timeline for reaching them
· Develop and maintain Knowledge Base to document organization and department standard operating procedures and institutionalize knowledge
· Develop systems for managing coverage of office activity across Hatchery and Make City facilities in collaboration with property administrators
· Work with Workforce Development department to develop and manage work environment and protocols for staff
· Oversee governance, risk, and compliance: Manage and organize contracts, insurance coverage, city/state/federal licensing, and regulatory, lender and grant obligations
· Lead Administrative team in the management of office space, supplies, furniture, equipment, vendor management and office services;
· Supervise other administrative staff to see that they set and meet annual goals and maintain active professional development pathway
· Work with supervisor to update this job description and ensure it aligns with similar roles in facilities management
Technology
· Support organization in evaluating and organizing information systems, architecture, and integration to optimize work flow, promote access to data and streamline reporting
· Oversee and manage relationship with external IT service providers
· Under direction of leadership team, track technology needs, identify and recommend solutions, and implement those selected
· Lead cross-department efforts to organize digital file architecture with clearly defined access, owner and edit rights
· Work with teams to develop and revise organizational guidelines for using systems (e.g. Teams file management; Sharepoint department pages, etc.)
· Ensure ongoing operation and maintenance of office computers, networks, and printers, and review technology needs across the organization
· Coordinate broad organizational adoption of new/existing technology and use of information systems with collection of super users, system experts and ‘tech teams’
· Review recommendations for new applications or systems; elicit feedback and create process for testing/assessing new applications before deploying across departments
Project Management
· Develop and maintain mission and financial KPI dashboards and CRM platform at organizational and departmental level and ensure program staff can populate them
· Work with internal teams and outside consultants on new projects from scoping objectives to project completion
· Lead the organization’s Great Game of Business performance/bonus initiative, ensuring staff continue to improve the game, implement minigames, and increase engagement and learning outcomes
· Perform other related tasks as required
QUALIFICATIONS
- 4 years experience in administrative or office management roles
- Bilingual English/Spanish is preferred
- Strong communication skills, both written and verbal, including ability to educate and empower staff with regard to tools and initiatives.
- Skilled with and knowledgeable of change management.
- Excellent administrative and organization skills with the ability to pay attention to details
- Ability to work independently, prioritize, organize, problem solve and exercise good judgment with minimal supervision
- Great follow-up and basic conflict resolution skills
- Familiar with various office and computer equipment
- Knowledge of Microsoft products and platforms
- Flexible and have the ability to support multiple departments
- Experience with or willingness to learn computer software programs i.e. MRI, SalesForce, Teams, Constant Contact and ADP
- Self-starter that is collaborative, energetic, creative, proactive, and responsible
- Able to work effectively under time pressure and/or deadlines and maintain a high level of confidentiality
WORKING CONDITIONS
Office environment and ICNC will provide a computer and workspace along with access to all software and systems needed for in-office and remote work. A technology reimbursement will be provided
POSITION STRUCTURE & BENEFITS/INCENTIVES
- This is a full-time, salaried position; Monday-Friday, work schedule can vary; with the ability to work remote up to 40% of work week after initial training/orientation period
- Starting annual salary range is $52K-64K; commensurate with experience
· Benefit incentives include: one week paid vacation to start, one week personal/sick time off and twelve paid holidays, participation in group health insurance plan, simple IRA match, short and long term disability, life insurance, tuition reimbursement, professional development training, flexible spending accounts and employee assistance program
· This position is eligible to participate in ICNC’s Great Game of Business growth incentive bonus plan
TO APPLY Please email current resume to:
ICNC Administrative Manager Search Committeejobs@industrialcouncil.comThe subject line must include the recruiting code AM
ICNC is committed to fostering a diverse, equitable, and inclusive environment for its team, the businesses it supports and ultimately the communities in which it works
Job Type: Full-time
Pay: $52,000.00 - $64,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Overtime
People with a criminal record are encouraged to apply
Experience:
- administrative management: 4 years (Required)
- Salesforce: 3 years (Required)
Ability to Relocate:
- Chicago, IL 60612: Relocate before starting work (Required)
Work Location: Hybrid remote in Chicago, IL 60612