Administrative Coordinator, Chicago Region Trees Initiative

Administrative Coordinator, Chicago Region Trees Initiative

Location: Lisle, IL
Salary: $45,000-$50,000/yr

The Morton Arboretum's Chicago Region Trees Initiative (CRTI) is a fast-growing collaborative effort to improve the health, cover, and equity of the trees in the seven county Chicago region in order to improve the quality of life for residents here. To keep us on track as we grow, we are seeking an experienced Administrative Coordinator to provide support for the team as we diversify and expand our efforts. To be successful in this position, the candidate will need to be detail-oriented, well-organized, and straightforward in communicating with staff within the department and among external partners

Position Summary : Provide administrative and operational support for the Chicago Region Trees Initiative (CRTI), a regional coalition of organizations collaborating to make the Chicago region the greenest, most livable region in North America, founded by The Morton Arboretum. Key responsibilities include processing and tracking grants, responding to public inquiries, meeting logistics and scheduling, assisting with contact processing and management, and assisting with general office support. Funding for this position is expected for 18 months through restricted funding to CRTI, with a potential for extension.

Essential Functions:

• Provide administrative support as required to the CRTI director and managers, including scheduling meetings, meeting logistics, phone and email correspondence.
• Assist with preparing and editing reports, presentations and proposals including compiling, proofreading, formatting, using appropriate technology and images.
• Coordinate general support functions, including maintaining and ordering supplies for the department, and ensuring the operation, function, and maintenance calls for office equipment.
• Coordinate the processing and tracking of grants and projects including proposals, budgets, reporting, deadlines, and progress.
• Assist staff with database contact management, file organization, newsletter coordination and production, and monitor and renew CRTI memberships and subscriptions.
• Prepare and package CRTI branded printed materials for pick up and/or mailing. Maintain inventory of branded printed materials.
• Assist staff with the coordination of conferences and seminars, including travel arrangements at the Arboretum and other locations. Facilitate scheduling and track outreach event requests.
• Assist with volunteer coordination and work with interns, as needed.
• Assist with coordinating logistics for the CRTI work groups including facilitating meetings, writing agendas, taking and tracking minutes, and supporting the work group co-chairs in planning and implementing CRTI priorities.  
• Work closely with the Administrative Coordinator of Science and Conservation to ensure alignment and consistency of departmental processes and systems, and be available to provide back-up coverage for each other as needed.
• Demonstrate alignment with the Arboretum’s employee core values to be inclusive, take ownership, work together, keep learning and make the Arboretum exceptional.
• Other duties as assigned. 

Qualifications: High school diploma or equivalent required. 3+ years of relevant administrative support experience required. Must have excellent administrative and organizational skills to handle a variety of activities simultaneously and effectively. Strong communication, computer, and internet research skills required. Proficiency with Microsoft Office and Google applications required. Experience with Smartsheets and Salesforce preferred.

Success Factors:  Strong decision-making, verbal, editing, and proofreading skills. Ability to nimbly manage complex tasks and concurrent projects, effective time-management skills, and a positive and flexible approach to the job. Ability to make well-reasoned independent decisions when circumstances dictate. Customer service oriented and able to relate effectively with people of various cultural backgrounds, levels of education, and experience. 

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Physical Demands: Requires some physical activity: prolonged periods of sitting; limited lifting and carrying (up to 50 lbs.); may be asked to assist at tree planting and other outdoor events.
• Work Environment: Primarily indoors in an office environment
• Equipment: General office equipment.

The expected hiring range for this nonexempt position is annualized at $45,000-$50,000 based on experience that will be evaluated during the candidate selection process. We believe in the importance of pay equity and consider the internal equity of our current team members as a part of the final offer. This position is also eligible for a competitive benefits package

The Morton Arboretum is a champion for diversity, supporting a culture of inclusion that attracts, inspires, and engages people to achieve success. The Arboretum is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.  

The Morton Arboretum is dedicated to complying with our obligations as an equal opportunity/affirmative action employer. All applicants are guaranteed equal consideration for employment.