Administrative Coordinator (Hybrid)

RSI designs, conducts and evaluates court alternative dispute resolution programs as a way to improve access to justice. We need someone who can serve as a connection point for the organization assist our CPA’s and auditors, take minutes, write letters, maintain our contact management system, organize and implement our human resources administrative policies and practices, serve as a connection point for the organization to meet our financial, accounting, reporting, and human resource needs, and generally keep us organized and moving forward while maintaining clear communication across the organization. While the ideal applicant has prior experience in an office environment, this is a mid-level position with the opportunity to gain hands-on experience about what makes a non-profit work and knowledge about the infrastructure involved in administering small non-profit organizations.

The Administrative Coordinator is a part-time position, working an average of 25 hours per week (occasionally closer to 29 hours/week). The Coordinator’s work schedule will be designed collaboratively with their supervisor, the CEO, who works remotely. The Coordinator will be paid $25-28 per hour and will receive paid sick leave, vacation, and holidays. The Coordinator may work primarily remotely, but will be required to come into our downtown Chicago office, located at 11 E. Adams, once per week. We are seeking to hire someone who can start by July 28 or earlier.

DUTIES & RESPONSIBILITIES

The Administrative Coordinator works under the supervision of, and in collaboration with, the CEO.

• Gathering raw timesheet and project data to run payroll
• Distributing raw data and supporting documents to our CPAs for grant reporting, audit preparation, and annual tax filings
• Managing calendars and scheduling meetings
• Compiling information for Board reports
• Communicating and liaising with Board members, and taking minutes at Board meetings
• Distributing questions from staff and materials to CPAs, insurance and government representatives, brokers, etc.
• Pick up mail, scan, and distribute appropriately
• Responding to office calls and voicemails directly, and by connecting with the appropriate staff member(s)
• Filing and scanning in accordance with RSI’s Document Retention Policy
• Maintain and order necessary supplies
• Manage application process for new hires
• Assist with onboarding new staff and preparing and sending office equipment around the country as needed
• Assisting with annual fundraiser through data organization and deadline tracking

QUALIFICATIONS

Minimum qualifications for this position are:

• A proven record of working independently to meet deadlines and anticipating next steps, while maintaining strong communication and attention to detail
• Strong ability to coordinate and manage multiple tasks amid evolving priorities and be flexible in supporting an evolving organization
• Knowledge of basic bookkeeping
• Fluency with standard office tools such as Google Suite, Microsoft Office and Zoom, and the ability to learn and support others in using new office technologies
• Ability to pass a background check

We would prefer someone who:

• Has an Associate’s Degree or at least 2 years of experience in a related field, such as bookkeeping, human resources, program support and/or office administration
• Has experience with QuickBooks and/or CRM systems
• Enjoys ensuring behind-the-scenes systems run smoothly to support others

SALARY AND BENEFITS

This is a part-time position with a salary range of $25-$28/hour. Part-time employees are eligible for 401k, paid holiday, vacation, and sick time.

APPLICATIONS

Submit a resume and your completion of the writing exercise found at the link below (cover letter optional) in PDF format to careers@aboutrsi.org. Please include the position title in the subject line. Applications will be reviewed as received on a rolling basis, with preference given to those who apply by June 20, 2025. Only individuals who are being invited to continue in the RSI selection process will be contacted. We are anticipating a start date for the Coordinator position by July 28 .

Please find the application and writing exercise instructions here: https://drive.google.com/file/d/129x6P9cI3FMR3DMQ5v4iBWPdQSnPaCRq/view?usp=sharing

RSI is committed to making employment decisions without regard to race, color, ethnicity, religion, national origin, sex or gender, age, disability, veteran status, sexual orientation, genetic information, medical condition, domestic partner status or any other characteristic protected by federal, state or local laws. RSI is an equal opportunity employer seeking to build a diverse workforce that reflects the populations we serve.

THE RSI MISSION

The mission of Resolution Systems Institute is to strengthen access to justice by enhancing court alternative dispute resolution (ADR) systems through expertise in research and evaluation, dispute resolution system design, mediation services, and creation and dissemination of resources. RSI is a non-profit 501(c)(3) organization.