APEX Administrative Coordinator Job at Chinese Mutual Aid Association Inc, Chicago, IL

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  • Chinese Mutual Aid Association Inc
  • Chicago, IL

Job Description

Job Type


Full-time

Description

Who are we?| APEX Accelerator

The program provides education and training to ensure that all businesses become capable of participating in federal, state, and local government contracts. Other programs include but not limited to
  • Illinois Small Business Development Center
  • The Illinois Small Business Development Center (SBDC) at Chinese Mutual Aid Association is funded in part through a cooperative agreement with the U.S. Small Business Administration (SBA) and the Illinois Department of Commerce & Economic Opportunity.
  • Neighborhood Business Development Center at CMAA
  • The NBDC Program consists of over sixty (60) BACP delegate agencies that provide no-cost hyper-local business development assistance to entrepreneurs and business owners throughout the city. NBDCs provide general business licensing and public way use permitting guidance as well as specialized support services, which includes confidential counseling, technical assistance, professional development workshops, access to capital, B2B networking, employment and workforce development assistance and more.
  • Cook County Small Business Source Referral Partner
  • National ACE / MBDA Capital Readiness Program
Who is our wonderful host organization? | About CMAA

Chinese Mutual Aid Association (CMAA) is a fast-paced, community-based, 501(c)(3) nonprofit organization, dedicated to fostering the integration of the low-income, Pan-Asian immigrant and refugee community into the United States. Established in 1981, CMAA has been a cornerstone of the Uptown community, providing programming for generations of low-income youth, adults, and senior citizens. We offer direct services, including afterschool & youth mentorship programming, job training & placement, elder care services, and social services such as citizenship & housing services.

The role as our Administrative Coordinator | Job Description

Chinese Mutual Aid Association (CMAA) is seeking a highly flexible and adaptable individual who can serve within our APEX Accelerators (APEX), Small Business Development Center (SBDC), Neighborhood Business Development Center (NBDC) and other programs. This individual will need to have great communication and interpersonal skills to work with clients and be able to follow through and make sure great service is their top priority.

The APEX coordinator position will be responsible for the day-to-day operations of the center. The position calls for a wide variety of administrative skills due to the diversity of clientele the center serves such as managing client intake, creating engaging e-newsletters and marketing materials, and creating and disseminating educational workshops. You will support the Director of APEX at CMAA in providing new information opportunities to small businesses, managing financial processes and reporting for center spending and activities, and reporting back to our funders on metrics and success stories. This information may affect hundreds of small businesses. Therefore, it is of the utmost importance that client confidentiality be maintained. This role is currently hybrid with two days in-office each week.

Essential Functions & Responsibilities
  • Efficiently manage and update client records using the required APEX database system, ensuring accurate and up-to-date information is readily available for reporting and analysis
  • Oversee client intake processes, both in-person and online, ensuring that clients are properly registered on the APEX database before any consultation takes place
  • Process checks requests efficiently to support the organization's financial operations, ensuring smooth financial transactions
  • Develop and execute marketing strategies for APEX programs and activities, including email campaigns, outreach efforts, and social media promotions to engage the small business community
  • Manage social media platforms to engage the community, promote the organization's mission, and create marketing materials using tools like Canva for events and posts
  • Curate and share success stories to highlight the impact of the organization's efforts, prepare and distribute monthly newsletters containing grant research, client stories, and valuable information for small business owners using platforms like Constant Contact
  • Maintain a current reference library and database as mandated by the APEX program, providing easy access to relevant materials for advisors and clients
  • Assist clients by referring them to appropriate resources and service providers when necessary, ensuring they receive comprehensive support beyond APEX capabilities
  • Assist clients in preparing grant and loan applications by researching and understanding grant requirements, providing guidance on eligibility, and helping gather and submit required documents
  • Generate and upload monthly NBDC reports for monitoring and assessing program performance, following specific reporting conventions and maintaining data accuracy
  • Oversee business advisors in using APEX database for tracking client sessions, analyzing metrics, and documenting success stories to showcase the achievements of APEX clients
  • Assist in planning various events, including webinars and in-person gatherings, to facilitate valuable educational opportunities and networking for small business owners
  • Support the submission of internal grant applications to funders, aiming to increase center funding for continued program growth and support
  • Maintain well-organized documentation and communication channels, including folders and resources for each program (APEX, SBDC, NBDC, Cook County, CMAA) to ensure clarity and accessibility of information


Requirements


  • Knowledge of administrative and clerical procedures. Familiarity with PowerPoint and CRM is a plus!
  • Knowledge of computers and data entry is required. Working knowledge of Constant Contact and Canva is a plus
  • Strong Excel skills, including, V-lookups, linked sheets, and formatting for reporting is very important
  • Strong interpersonal skills, including the demonstrated ability to work effectively with community organizations, colleagues, business partners, and community stakeholders
  • Extreme attention to detail, specifically in regard to transaction details and proper filing
  • B.A. or B.S. degree in business, economics or another relevant field is a plus


Salary Description


$38,000

Job Tags

Full time, Local area, Flexible hours, 2 days per week,

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