Department Administrative Liaison

SEIU Healthcare Illinois & Indiana is a dynamic, action-oriented union of over 85,000 healthcare and childcare workers throughout Illinois and Indiana.

As one of the largest and fastest growing affiliates of the Service Employees International Union, SEIU HCII is committed to building power for low- and moderate-income families by organizing workers for economic and social justice.

Purpose :

The Department Administrative Liaison will provide professional and administrative support to the directors and activities of the department(s) assigned.

This person will manage projects and provide critical support and decision making on behalf of department and Director(s) in the implementation and administration of departmental projects.

Location : Chicago, IL (Hybrid and Flexible Onsite Work Schedule)

Duties and Responsibilities :

• Assist Department Director and team on multiple department activities and projects.
• Support collaborative union culture through exemplifying our HCII's MVV and Leadership Practices.
• Take on and manage the administrative aspects of the department (Including but not limited to Team calendars & scheduling, Staff Meetings, Staff training on technology, Staff HR reporting, Travel arrangements, check requests and Record keeping).
• Understand policies, procedures, and enforcement as applicable to Department, Staff, and members.
• Track and reconcile budgets for departmental activities, projects, and events in alignment with resource stewardship.
• Liaison between department and HR for members assigned to department either as interns or lost time work.
• Plan and assist all aspects of meetings; arranging logistics, take detailed notes, and distribute minutes and follow up actions to appropriate individuals / entities.
• Plan events assigned to department and union; as coordinator or collaborator and creation of event budget.
• Assist in preparation & coordination of departmental reporting & presentations for across union, executive board, and leadership team.
• Liaison for Director and department's management team for union priorities and projects, as assigned.
• Communication Liaison and Cyber Security advocate for department within team and throughout the union.
• Creating, Updating, and Maintaining electronic files, forms, contracts, & correspondence for Department & Director(s) per union policies & government compliance.
• Responsible for submitting maintenance and service requests for department; including but not limited to A / V, technology, supplies, meeting spaces and work areas, and daily department preparedness.
• Coordination and collaboration with other administrative support and logistics staff across Local.

Scope and Nature of Supervision :

The Department Administrative Liaison must be able to organize their time and develop and carry out plans with minimum supervision.

Success includes having a can-do spirit and being able to receive direction from and interact with their immediate supervisor and others, as necessary.

The Department Administrative Liaison must be able to lead a project from start to completion and collect information and data and be able to make assessments and recommendations to Director(s) on procedural issues and keep Director included on all such matters.

Criteria for Evaluation :

• Maintain working relations with other staff and members.
• Balance conflicting demands successfully.
• Work independently.
• Supporting direct manager and team in achieving performance goals and outcomes.
• Carry out assigned responsibilities in a competent and professional manner in keeping with the Local's values and expectations.
• Proven record of experience to think critically, analyze, and take proactive steps for successful outcomes.
• Availability to work long and irregular schedule, as needed.

Working Conditions :

The Department Administrative Liaison is expected to be available during the regular work week but may be required to work long and irregular hours, with notice, including on weekends and holidays when needed.

This is a hybrid position, so there are some formal remote workdays, but flexibility is needed to support the needs of the department.

Ability to sit, stand, kneel, bend and walk for extended amount of time and pick up to 25-30 pounds is required.

Key Qualification Criteria :

• Strong commitment to social justice.
• Ability to work in a multicultural and diverse work environment.
• Bachelor's Degree (B.A. / B.S.) or equivalent administrative and operational experience.
• Ability to work independently, think creatively, manage your own time, and take initiative.
• Maintain confidentiality on sensitive issues regarding staff and organization.
• Minimum 2 years in a non-profit setting experience, and equivalent experience in administrative and operational activities.
• Sound organizational skills to manage and prioritize work subject to deadlines in a dynamic and changing environment, as an individual and as a member of a team.
• Effective writing skills including the ability to synthesize information into clear, concise messages both for analytical reports and executive summaries.
• Exceptional verbal communication including the ability to relate well with others and ability to adapt style as needed to all levels of the organization.
• Intermediate to Advanced knowledge Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Internet.
• Demonstrated Ability to create spreadsheets for analysis and reports for presentations.
• Ability to learn and adapt to new and on-going changes in technology.
• Specific department knowledge, and / or experience with HR policies, labor law, health and welfare benefits, and budget management are beneficial
• Bilingual English / Spanish is a plus.

Salary and Benefits :

Salary / compensation is competitive and commensurate with experience. Benefits included.

SEIU Healthcare Illinois & Indiana employees are required to be vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption in accordance with applicable Union processes.