Administrative Coordinator

Commensurate with education and experience.
May 16, 2024
May 23, 2024
Full Time
Join the FHLBC team!

At the Federal Home Loan Bank of Chicago, employees come first - that's why we offer a highly competitive compensation and bonus package, and access to a comprehensive benefits program designed to meet the needs of our employees.

• Retirement program (401k and Pension)
• Medical, dental and vision insurance
• Lifestyle Spending Account
• Generous PTO plan
• 11 paid holidays per year
• Hybrid working model

Who we are

Our mission at FHLBank Chicago: To partner with our members in Illinois and Wisconsin to provide them competitively priced funding, a reasonable return on their investment, and support for their community investment activities.

Simply said, we're a bank for banks and other financial institutions, focused on being a strategic partner for our members and working together to reinvest in our communities, from urban centers to rural areas. Created by Congress in 1932, FHLBank Chicago is one of 11 Federal Home Loan Banks, government sponsored in support of mortgage lending and community investment.

What it's like to work here

At FHLBank Chicago, we bring people together. Our regular All-Staff meetings keep employees informed and our values drive the work that we do. Our Buddy Program pairs new hires with tenured employees to guide their onboarding. Through our Office of Diversity, Equity and Inclusion (DEI), we host signature and employee-led events to celebrate our differences and learn from each other and identify volunteer opportunities to strengthen our communities; and Employee Resource Groups (ERGs) and culture teams create connections around shared interests and experiences. We offer live and on-demand professional development opportunities to grow your skillset and your career.

What You'll do

In this role, you'll be responsible for a wide variety of support and administrative tasks and projects in support of multiple groups including Facilities, Communications and Organizational Development. Proactively identifying and addressing administrative issues and opportunities, and communicates effectively and cultivates relationships with colleagues and external stakeholders.

**Please note this role will require 5 days/week in office **

How you'll make an impact:
  • By supporting the various teams within PCC, you will support the team achieving their priorities and annual goals.
  • By collaborating across PCC, you will see how what you do not only impacts the team, but the Bank as a whole.
  • By bringing your unique perspective to PCC, you will contribute to our culture of inclusivity.

What you can expect:
  • Assists in managing the calendars for the Facilities team, conference rooms, Large Meetings and Events, and training calendars, sending and tracking invitations, monitoring conflicts and inconsistencies, etc.
  • Manages distribution lists and group calendars.
  • Manages meeting, training, and workshop logistics (on-site and/or hybrid) that includes, reserving conference rooms, setting up audio visual, catering orders and registration and greeting guests, collaborating with the HR team, business leads and vendors.
  • Support additional training programs, including the Bank's annual compliance requirements for employees and new hires, the Continuing Professional Education (CPE) program, collecting materials, completing documentation, creating and distributing certificates of completion.
  • Identify training modules in the Bank's learning systems that meet business needs, executing other various tasks in the learning systems as needed
  • Organize and maintain a tracker of historical and current training and professional development program participants; work with HR team to integrate data into the HR management system
  • Create feedback surveys, monitor completion rates, and report back on responses
  • Provides meeting and other group gathering support, which includes communications with attendees around logistics, agendas, creating schedules and circulation of materials, etc.
  • Plans, organizes and coordinates various activities related to presentations and reports, including creating and editing presentations.
  • Responsible for collecting information from various sources and combining and consolidating the information into a presentable format.
  • Solicit, collect, track and file required materials to qualify Bank programs for CPE credits, distributing certificates when qualifications have been met.
  • Support other employee data tasks for vendors, as needed
  • Coordinate the employee recognition program, tracking, vetting and posting program award recipients
  • Creating content for our internal website and social posts.
  • Assists with expense reports. Gathers all receipts, prepares, processes and submits expense reports and purchase orders on an ongoing basis.
  • Provides support coverage at the reception desk
  • On-board new vendors as needed
  • Processes vendor contracts, invoices and purchase orders as needed, resolving any discrepancies and tracking spend.
  • Place supply and gift orders as requested.
  • Prioritizes effectively seeking input from manager.
  • Back up other admins across the Bank as needed.
  • Event support.
  • Other duties as assigned.

What you'll bring:
  • High proficiency in Microsoft Office Suite, including Microsoft Teams
  • Working knowledge of Adobe Acrobat, Workday, Share Point
  • Experience with Canva, Udemy and a plus
  • 5+ years' work experience as an administrative assistant
  • Self-starter who also works well on a team
  • Independent problem solver
  • Highly organized and detailed oriented.
  • Communicate clearly and concisely with a high degree of professionalism. Excellent communication skills, including telephone and writing skills.
  • Exercises good judgment both in communication and decision-making. Involves appropriate audiences and obtains appropriate input and approvals.
  • Highly motivated, proactive, approachable, resourceful, strong work ethic, flexible, sound decision making and open to feedback for growth and development.
  • Self-starter; ability to multi-task and attention to detail is critical
  • Demonstrate inclusiveness in your day-to-day work and embrace working in a diverse and inclusive culture.

The Perks

At FHLBank Chicago, we believe in rewarding our high performing workforce. We offer a highly competitive compensation and bonus package, and access to a comprehensive benefits program designed to meet the needs of our employees. Our retirement program includes a 401(k) and pension plan. Our wellbeing program supports employees at work and in their personal lives: Our generous PTO plan provides five weeks of vacation for new employees and 11 paid holidays per year; our Lifestyle Spending Account provides an annual stipend for employees to support wellbeing activities; and our central downtown location at the Old Post Office provides easy access to public transportation and breathtaking views from our award-winning rooftop. Step into a brighter future with us.

**Please note this role will require 5 days/week in office **