Office Location: Downtown Chicago office with the possibility of remote work one day per week. This position is not eligible for paid relocation.
Reports to: Director of Operations
Schedule: Full-time. This position will work evenings up to one day per week.
Mikva Challenge is a nonprofit, nonpartisan organization whose mission is to develop youth to be empowered, informed, and active citizens and community members who will promote a just and equitable society. We do this by engaging youth in Action Civics, an authentic and transformative learning process built on youth voice and youth expertise. Youth in Mikva’s programming experience unique civic learning opportunities in political campaigns, public policy advocacy, government internships, and youth activism programs. Our approaches include direct youth work, teacher support, and liaising with civic leaders and institutions. We believe strongly in the potential of youth and are committed to youth power and voice.
Mikva Challenge evaluations show the lasting impact of its programs.
- 82% of students reported an increase in their civic knowledge.
- 77% of students developed their sense of civic agency and increased their future commitment to civic action.
- 83% of students took on new civic leadership.
- 79% of students reported gains in their socio-emotional skills — many of which have direct academic outcomes.
About the Position
Mikva Challenge is actively seeking a highly skilled Office Manager to provide a wide range of administrative and technical support services to the CEO, Board of Directors, executive leadership team, staff, and students. The successful candidate must demonstrate flexibility, exceptional efficiency, strong organizational skills, resourcefulness, and the ability to thrive in a fast-paced environment. This role requires independent judgment, excellent interpersonal skills, and the capability to interface effectively with various personalities.
- Oversee and support all administrative and technical duties to ensure the smooth operation of the office;
- Open the office and serve as the initial point of contact for visitors, staff and youth, projecting a friendly, helpful, and professional demeanor;
- Perform general clerical duties, including monitoring the phone system, photocopying, faxing, mailing, filing, and record keeping;
- Receive and sort incoming mail and deliveries, and manage outgoing mail;
- Maintain databases and records management systems, suggesting recommendations for improvement as necessary;
- Ensure the cleanliness and upkeep of offices, meeting rooms, break room and common areas;
- Manage preventative maintenance office equipment;
- Monitor, purchase, organize and distribute office supplies and equipment;
- Prepare routine correspondence, letters, memoranda, forms, reports, and other documents;
- Coordinate meetings and provide event planning support for staff;
- Review and resolve routine administrative related questions and issues;
- Identify opportunities for process and office management improvements, implementing new systems;
- Assist staff with facilities-related needs, concerns, and requests to building management;
- Initiate and coordinate maintenance service and repairs for the office suite;
- Request building access for new employees and replacements for existing employees;
IT Resource Management
- Assist with new employee computer set-up and maintain computer equipment reservation, inventory, and tracking;
- Monitor and track fixed assets, including computers, laptops, projectors, etc.;
- Manage shared resources;
- Setup equipment for meetings;
- Serve as the backup contact for the external IT consultant, supporting the Director of Operation as necessary;
- Assist the Operations & Finance team with Ventra Card and Petty cash reconciliation;
- Collaborate with Payroll and Finance for financial tasks as necessary;
- Perform administrative functions and data collection related to the lifecycle of employees and student participants;
- Input and update employee information accurately into the HRIS;
- Ensure data accuracy and integrity through audits and organization to eliminate errors;
- Maintain data confidentiality and ensure compliance with policies when handling sensitive information;
- Manage data related to the employee evaluations, goal setting, performance ratings, feedback and development plans within the Performance Management system;
- Perform additional duties as assigned.
Education: High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
Experience: Four years of administrative/office management experience or equivalent combination of experience and education
- Strong organizational skills and multitasking skills
- Excellent verbal and written communication skills
- Strong problem-solving skills and attention to detail
- Excellent time management skills with proven ability to meet deadlines
- Ability to function well in a fast-paced environment
- Experience managing multiple calendars
- Ability to work independently as well as on a team
- Strong relationship and partnership cultivation skills to build rapport with existing and potential stakeholders
- Strong digital data management skills with both Mac and PC environments
- Proficient with Microsoft Office Suite, Google Workspace, or similar software with the ability to learn new or updated software
- Able to type 50 words per minute
- Ability to handle confidential information with discretion
- Fosters cooperation by acknowledging team accomplishments and giving and welcoming constructive feedback
- Clearly defines roles and responsibilities when leading projects
- Deals with conflict directly and empathetically
- Follows through with established expectations and commitments made to others
- Demonstrates punctuality, courtesy, and professionalism
- Demonstrates an open mind and tailored approach in new situations
- Adapts to and supports major changes that challenge traditional ways of operating
- Adapts interpersonal style to diverse individuals and groups in a range of situations
- Demonstrates ability and seeks opportunities to learn and apply new skills
- Pursues own and supports others’ ideas for improving work
- Achieves win-win outcomes for diverse stakeholders
- Exhibits confidence in self and others
- Meets challenges with resourcefulness and good problem solving
- Participates in fundraisers and other large events
- Contributes to establishing and maintaining productive partnerships with partners
- Effectively communicates own role and the organization’s mission to partners and connects partners to key staff when appropriate
- Adheres to internal deadlines for projects, communicating progress and obstacles to everyone involved
- Ensures quality and economic viability of work
- Divides project tasks amongst self and others to match skills and available time
- Takes independent actions and calculated risks
- Manages multiple tasks effectively by establishing and changing priorities
- Listens actively to gain and build on understanding, and asks for clarification when necessary.
- Tailors communication (content, style, medium) to diverse audiences
- Proofreads written work for spelling and grammar
- Uses data to engage with diverse audiences
- Keeps others informed of own work and role
Compensation and Benefits
The salary range for this position is $46,000 – $64,000 commensurate with experience. We also offer a competitive benefits package.
How to Apply
Please email a resume and cover letter to email@example.com with “Office Manager” in the subject line. Please, no phone calls. Review of applications will begin immediately.
Mikva Challenge is an equal opportunity employer and we highly value diversity in our workplace. Mikva Challenge provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy and gender identity), gender expression, sexual orientation, national origin, age, genetic information, disability, political affiliation, marital status, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors. Applicants from historically underrepresented and/or marginalized communities, including people of color, are strongly encouraged to apply.