Job Location:
Chicago Office

The Department Administrator is an integral and active part of the People and Culture team, whose responsibilities include providing day-to-day administration of human resource functions related to employee relations, training, and recruiting; and assisting colleagues in the department with coordination and implementation of various projects. In this role, the Department Administrator is privy to confidential information and is responsible for maintaining the confidence of such information at all times.

Job Description

Essential Duties and Responsibilities

  • Provide high-level support to the People and Culture team including duties such as scheduling meetings, greeting visitors, serving as point of contact for communications and correspondences, calendar management, coordinating international and domestic travel, processing expense reports, and assisting on projects as needed

  • Work with the Director, Learning and Development on administrative support for HR-sponsored seminars, training, events, and workshops; and to maintain and track these training programs

  • Assist the Director of Special Initiatives with research, surveys, the P&C Newsletter, and other projects as needed

  • Coordinate employee recognition program (prepare award letters and post milestone anniversaries to the HUB)

  • Serve as liaison with the Foundation’s immigration agency to track the status of all visa requests for our country offices

  • Schedule and coordinate internal and external meetings, including tech support (AV, Blue Jeans, Open Voice, EMS, etc.,)

  • Manage vendor contracts via Workday

  • Provide general proofreading and editing, and coordinate document and information management tasks that add value for the department

  • Act as a liaison with departments, meeting planning, etc. to accomplish the department’s workflow

  • Serve as the Workday Administrator and lead orientation and onboarding efforts.

  • Assist the Talent Acquisition Associate with the coordination, implementation, and facilitation of the Summer Internship Program.

  • Assist the Talent Acquisition Associate with scheduling interviews for open requisitions in partnership with departments across the Foundation.

  • Lead Foundation wide employee engagement events and assist the team with initiatives and programs to strengthen our company culture.

  • Must be willing and interested in learning and taking the lead on various technology programs (SharePoint, Workday, GMS, Blue Jeans, Tidemark, etc.,)

  • Must maintain knowledge of all Foundation policies and procedures; stay informed and up-to-date on the activities and achievements of the Foundation; and be interested in and enthusiastic about the Foundation’s work

  • Will be expected to suggest and engage in professional development opportunities (workshops, seminars, certifications, degrees, courses, conferences, webinars, and online sessions)

  • Perform other duties as assigned


  • Minimum of one to two years of relevant experience, preferably in a Human Resources environment

  • A bachelor’s degree is desirable

  • Excellent writing, editing, organizational, and verbal skills required

  • Must be flexible, and able to manage multiple projects and tasks and meet deadlines; and to coordinate and prioritize several projects effectively and efficiently

  • Strong proficiency in working in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) required

  • Knowledge of Workday or other HRIS highly desired

  • Excellent interpersonal skills and a positive attitude are required, as is a strong desire for results and success, a sense of diligence and urgency, and drive to ensure that solutions are reached

  • Must have a positive attitude, an inquisitive mind, and respond quickly, professionally, and accurately to requests for information, and be discrete with confidential information

  • Will need to work effectively and efficiently within a team environment, and anticipate, take initiative, and adapt to changing environments and priorities

Physical Requirements and Work Environment:

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

This position is located in Chicago, Illinois.