ADMINISTRATIVE SERVICES SPECIALIST

About Cara Collective

Cara Collective seeks to fuel a courageous national movement to eradicate relational and financial poverty. Through our three entities – Cara, Cleanslate, and Cara Plus – we engage job seekers, employers, and other organizations across the country to break the cycle of poverty through the power and purpose of employment.  

We believe there is an incredible untapped talent pool in our country, one comprised of people often experiencing homelessness and poverty. Our job is to unlock the strengths they already have and open new opportunities to gainful employment. We do this by taking the insights learned over the past 30+ years to prepare job seekers and equip other organizations and employers with practices to build a more inclusive economy.

To ensure that we are centering our work around the individuals and communities we serve, Cara Collective commits to taking an inclusive and equitably approach in all we do: in our program design, diverse representation in our staff, partnerships we choose to enter, and our external and internal communications and policies. We leverage our individuality and differences as a way of deepening community and expanding opportunity in and around our organization.

Discover the impact we are making and explore the impressive numbers behind our success at www.caracollective.org.

About the Cara Collective Operations Team

The Facilities, Administration and Operations Team is responsible for proactively creating a clean, safe and welcoming environment for staff, participants, volunteers and guests, and in providing support to other departments and participants in their functions to provide a unified approach to Facilities and Administration management. This is achieved through effective communication, collaboration, resourcefulness, and willingness to provide support wherever required.

About the Role
The Administrative Specialist provides support to the operations team, primarily in service to Reception and Facilities, but extending to other areas of Cara Collective including Service Delivery. The Administrative Specialist ensures a smoothly run and highly service-oriented reception experience for all of our staff and guests (participants, donors, employers, volunteers, guests), and performs administrative tasks in support of other teams.

Qualifications 

We are excited to offer this opportunity for a service-oriented and mission-driven professional to join our team as Administrative Services Specialist. This role is ideal for a detail-oriented individual who thrives in a fast-paced environment, enjoys creating a welcoming atmosphere, and excels at keeping operations running smoothly.
The ideal candidate is proactive, highly organized, and committed to delivering exceptional internal and external service. They should possess strong communication and problem-solving skills and be energized by supporting an organization working to advance racial equity and break the cycle of poverty.

Requirements

• High school diploma or equivalent required; associate degree or certificate in office administration, hospitality, or a related field preferred.
• Minimum of two (2) years of administrative, customer service, or office operations experience—or completion of an equivalent administrative training program.
• Proven ability to deliver high-quality client service with a professional and welcoming demeanor.
• Experience managing multi-line phone systems and front desk operations.
• Strong organizational and time management skills with an ability to manage multiple priorities.
• Basic to intermediate proficiency with Microsoft Office Suite (especially Outlook, Excel, and Word); experience with Salesforce or similar systems is a plus.
• Demonstrated problem-solving skills and resourcefulness in dynamic or high-volume environments.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and discretion with sensitive information.
• Willingness to work both independently and collaboratively as part of a team.

This is a great opportunity for an administrative professional to bring their attention to detail, service mindset, and operational savvy to a team that is committed to creating opportunity and driving meaningful impact.

The Responsibilities of the Administrative Services Specialist

Administration (70%)

• Perform timely data entry and documentation to provide support to Operations and partner teams.
• Perform participant facing tasks such as assigning lockers for new classes, creating nametags, and occasionally collecting paperwork to assist Contracts and Compliance team.
• Oversee the answering of the main phone line, transferring calls.
• Oversee inventory of supplies and collaborate with Manager of Office Services to reorder as required or requested.
• Oversee the stocking of kitchen supplies for Participant or Staff cafeterias.
• Assist the Manager of Office Services with internal room reservations, transportation card distribution, and additional duties as needed.
• Ensure the confidentiality and security of sensitive information.

Operations (30%):

• Ensure a seamless and exceptionally service-oriented reception experience for all staff, participants, and guests at Cara Collective
• Ensure effective and efficient daily operations by upholding the appearance and functionality of the reception area, lobby, and clothing area at all times.
• Support the Engagement and Development teams with welcoming groups of volunteers.
• Ensure orderly management and receipt of deliveries, in partnership with the fellow Administrative Specialist
• Assist in management and completion of assigned Help Desk Tickets via Salesforce.
• Ensure coverage between the admin team daily and a collaborative spirit with the admin team and Operations team as a whole.

Reports To

Manager of Office Operations

Direct Report(s)
N/A

Workplace Type & Team Culture

Cara Collective has a strong team culture that values collaboration, communication, and camaraderie. We believe in the power of working together in person, which is why we expect our employees to be onsite at one of our Chicago-based locations multiple days each week.  The exact number of onsite days per week may vary by role, employee tenure, and other factors. This commitment to in-person collaboration fosters a sense of belonging and teamwork among our employees, creating a supportive and dynamic work environment.

We consistently measure staff satisfaction through employee surveys and have found that year over year, the vast majority of staff agree that Cara Collective is a great place to work and grow. This high level of employee satisfaction reflects our dedication to creating a positive and fulfilling workplace for all members of our team.

Starting Pay Range

We take budget and starting salary very seriously. We market our roles and are using a salary analysis tool called Payscale and offer competitive, market-based compensation to all employees.

This position’s expected starting pay range is $40,000 - $43,000 annually.

Benefits

Our comprehensive benefit package includes:

• Medical, Dental, Vision Plans
• Basic Life Insurance
• Long Term Disability
• Personal Technology Reimbursement
• Starting with 17 Vacation Days, 8 Sick Days,
• 14 Paid Holidays

Employee Paid Benefits

• Pre-Tax Medical Flexible Spending Account
• Pre-Tax Dependent Care Account
• Pre-Tax Transit & Parking Options
• Supplemental Life and AD&D Insurance
• Short-Term Disability Insurance
• 401(k) Retirement Plan (employer match up to 4% upon hire & immediately vested)

As of this posting, we annually review our benefit offerings to meet our employees needs and be competitive in the market. All listed benefits offerings a at the discretion of the employer.

Equal Opportunity Employer

Cara Collective is committed to creating a diverse work environment and is proud to be an equal opportunity employer. Cara Collective does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please email us at kboelkens@carachicago.org if you require reasonable accommodation to complete this application.