Operations Associate

Position: Operations Associate

Reports to: Director of Programs

Position Type: Full Time, Exempt

Location: McCormick Place Lakeside Center

2301 S. DuSable Lake Shore Drive E1002

Chicago, Illinois 60616

About UHCHI:

Mission Statement:

Our mission is to upskill incumbent hospitality professionals, build new talent for the hospitality industry, and place people into unionized career pathways. We recruit, train, and retain skilled employees and provide ongoing professional development and support to individuals in the Chicagoland area, who will deliver high-quality guest services to our employer partners and the public.

Our organization:

UNITE HERE Chicago Hospitality Apprenticeship Fund (“the Fund”) is a labor-management Taft-Hartley Fund and 501(c)(3) workforce development organization. We are a new, thriving non-profit organization based in the wonderful city of Chicago! We are looking for someone who is interested in helping to build an organization and is committed to its growth! We offer a beautiful benefits package and an energetic, respectful, and thoughtful work environment!

POSITION OBJECTIVE:

The Operations Associate for UNITE HERE Chicago Hospitality Institute (UHCHI) is generally the first point of contact for UHCHI via phone, email, and in-person with prospective Apprentices, Community Based Organizations, Partners, Political affiliates, the McCormick Place team, and others. This role is significant to the operations of UHCHI. It is responsible for managing and maintaining apprentice data, ensuring compliance with regulations in all appropriate databases (Salesforce, RAPIDS, Illinois WorkNet, etc). We are looking for a mission-driven professional who is flexible, adaptable, and an organized forward thinker who anticipates the needs of the organization, our trainees, and our overarching team. This role reports directly to the Director of Programs.

Operations Responsibilities

• • Organize and plan meetings, including scheduling, sending reminders, and coordinating catering, when necessary, as well as taking detailed minutes and sharing notes
  • Write and distribute emails, correspondence memos, letters, and forms.
  • Create forms that will support an organized structure for operational and programming tracking.
  • Maintain comprehensive and accurate records and reports.
  • Order office and program supplies and identify potential vendors.
  • Maintain contact lists and records of all appropriate Community-Based Organizations

Database Responsibilities

• Update relevant apprentice information into Salesforce, RAPIDS, and Illinois WorkNet databases, to ensure organizational compliance.
• Receiving, registering, and scanning physical documents for uploading
• Maintaining document safekeeping and archival integrity
• Monitoring print queues, reconciling records, and facilitating timely retrieval
• Classifying, auditing, and maintaining electronic records by retention policies
• Monitoring data integrity and contributing to record cleanup initiatives
• Collaborating with internal stakeholders to ensure consistent metadata standards
• Assist in the preparation of regularly scheduled reports
• Prepare various presentations, spreadsheets, and forms as needed to support program operations and the Executive Director

Additional Responsibilities

• • Welcome and receive visitors to UHCHI and direct them to the appropriate team members
  • Provide general support to UHCHI Visitors
  • Act as the initial point of contact for clients and partners
  • Demonstrate respect and acceptance for all clients, partners, and co-workers
  • Responsible for authoring Apprentice Success Stories
  • Regularly update UHCHI’s official website, UHCHI.org, with
  • Participate in a culture of inclusion and acceptance.

Requirements

• • Must have a hospitality mindset and a service-oriented approach.
  • Proven experience as an Operations/Executive Associate
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • High School Diploma or equivalent
  • Bilingual: Spanish a plus

Skills

• • Office management systems and procedures
  • Attention to detail
  • Problem-solving
  • Excellent written and verbal communication
  • Strong organization
  • The ability to work on multiple projects simultaneously.
  • Bilingual – Spanish preferred
  • Interpersonal communication and active listening
  • Time management and work prioritization

Job Type: Full-time

Schedule:

• • Day shift
  • Monday to Friday

Travel requirement:

• • No travel

Work Location: In person

SALARY AND BENEFITS:

Competitive salary commensurate with experience. Generous benefits package that includes medical, dental, and vision, vacation and sick time, paid holidays, and a retirement plan.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Duties, responsibilities, and activities may change at any time with or without notice. May be required to work some evenings.

UHCHI is an Equal Opportunity Employer

SALARY AND BENEFITS:

Competitive salary commensurate with experience. Generous benefits package that includes medical, dental, and vision, vacation and sick time, paid holidays, and a retirement plan.

• Bilingual: Spanish a plus