Grant Coordinator and Office Manager

Role Description

The Office Manager & Grant Coordinator is responsible for overseeing the daily administrative operations of DuPage Legal Aid while coordinating grant management, reporting, and organizational compliance. This position plays a key role in supporting staff, maintaining office systems, preparing organizational reports, managing payroll and human resources functions, and assisting with fundraising and grant administration. This position works closely with the Executive Director and assists in supervising attorneys, support staff, volunteers, auditors, grantors, and community partners to ensure efficient office operations and continued organizational success.

Responsibilities

• Oversee organizational grants and reporting requirements, including researching, drafting, monitoring, and submitting grant applications and follow-up reports, and maintaining communication with grantors and community partners.
• Reviews and prepares organizational reports, impact statements, fiscal reports, annual reports, and supporting documentation for publication and compliance purposes.
• Assists in developing and implementing administrative procedures and operational systems to ensure organizational effectiveness and efficiency.
• Ensures compliance with organizational, fiscal, insurance, payroll, and reporting requirements, including maintaining records related to audits, grants, attorney registrations, and employee documentation.
• Manages technical and administrative support for office systems, including coordinating IT services, overseeing the computer network and case management system, and addressing operational needs.
• Develops and coordinates office procedures, staff support systems, and administrative processes to address the needs of attorneys, staff, volunteers, and clients.
• Provides administrative and operational support consistent with organizational policies, best practices, and legal or regulatory requirements.
• Assist staff in the implementation of office procedures and operational practices consistent with organizational standards and compliance requirements.
• Coordinates preparation for audits and reviews, including compiling financial and administrative documentation and communicating with auditors and external stakeholders.
• Provides support and technical assistance to staff regarding payroll, benefits administration, office systems, registrations, scheduling, and administrative procedures.
• Works collaboratively with external stakeholders, vendors, community organizations, volunteers, and service providers to fulfill organizational responsibilities and maintain effective partnerships.
• Participates in organizational projects, organizational initiatives, office events, and staff support activities as designated by leadership.
• Supervises and supports administrative staff while assisting with day-to-day office operations and intake overflow as needed.
• Performs other duties as assigned.

• Paid Time Off (PTO):
• 10 paid vacation days annually
• 8 paid personal days annually
• 3 paid bereavement days
• Paid Holidays:
• 14 federal holidays
• Office-wide holiday break from December 24 through January 2
• SEP IRA enrollment after one year of employment, with a 10% employer contribution.
• $450 monthly medical insurance stipend
• Health, dental, and vision insurance coverage.
• Employer-provided $10,000 life insurance policy.
• Potential for a hybrid work schedule, including the option to work remotely