The Administrative Services team plans, manages, coordinates, and directs support services to ensure the success of the day-to-day operations of the Foundation. This customer service- and detailed-oriented team provides a high level of support and seeks creative and effective programs, services, and solutions that foster a supportive, well-run, and efficient working environment.

Under the supervision of the Manager, Administrative Services, the Department Administrator performs a wide variety of administrative duties relating to the MacArthur Foundation. This individual works closely with vendors to ensure staff needs are met; troubleshoots office-related issues with staff and ensures that all issues are resolved. This individual will also work and communicate with all Foundation staff, building staff and perform general office duties.

Job Description

Essential Duties and Responsibilities:

• Oversee and work with Administrative Services Team to plan and coordinate Foundation office moves

• Maintain Administrative Services Business Continuity Plan, and assist in Foundation’s overall plan using the BOLDPlanning tool, test alert notification to all-staff, coordinate yearly Tabletop exercise for Crisis Management Team

• Assist Manager, Administrative Services with the Travel Program: Negotiate contract for preferred airline and travel management vendor, determine/award airline status yearly to staff who travel

• Oversee Administrative Services duties for onboarding new hires: ensure workstation is clean, prepared, etc.

• Plan and assist in Foundation’s office space refresh and renovations

• Layout and process new furniture orders, maintain upkeep on furniture and keep a furniture inventory

• Maintain Foundation’s interior finish inventory

• Process contracts and capital invoices for Administrative Services’ capital work

• Assist with yearly budget planning and monthly forecasts for the Administrative Services, corporate condo and capital budget 

• Assist in the upkeep of the Foundation facility, which includes offices, common areas and conference rooms

• Assist in administrative requests from colleagues such as missing keycard, lights out, temperature adjustments, etc. 

• Serve as a backup to Foundation’s virtual reception during core-days/hours

• Provide mailroom and café backup; inventory, restock, mail delivery, etc.

• Follow up with building staff on completion of work orders for Foundation

• Assist with the Foundation’s Emergency Response Team – serve as an alternate

• Work closely with Administrative Services’ summer intern

• Assist with special event planning for Administrative Services

• Perform other duties as assigned

Qualifications:

• Bachelor’s degree or some college is helpful

• Reliable, dependable, and flexible: must be available and willing to work in an office minimum of three days a week 

• Five or more years of office experience

• Proven ability to work with all levels of the organization and work effectively in a diverse work group

• Be able to work on multiple tasks, set priorities and meet deadlines

• Excellent interpersonal and organization skills with proven written communication skills

• Must be a self-starter with demonstrated skills in: problem solving, multitasking, prioritizing, meeting deadlines, and customer service

• Able to anticipate, take initiative, and adapt to change

• Intermediate to advance skills in Microsoft products

• Maintain a professional demeanor at all times

• Must be able to lift up to 50 pounds

The position is hybrid and based in Chicago, Illinois.

Annual salary for this role will start at $73,900.

Physical Requirements and Work Environment

The work environment is an office setting.  Intermittent physical activities will include bending, reaching, sitting, and moving around the office during working hours.  Reasonable accommodations may be made to enable a person with physical disabilities to perform the job.