Administration and Operations Coordinator, CEJJF

Illinois, IL
Full Time
Mid Level
Classification: Full-time, Exempt
Reports To: CEJJF Executive Director

The Clean Energy Jobs and Justice Fund (CEJJF) is Illinois’ nonprofit green bank, dedicated to fostering a sustainable future for all Illinois residents. Our purpose is clear: to make clean energy accessible to everyone while ensuring equitable distribution of its benefits. Incorporated in Illinois as directed by the Climate and Equitable Jobs Act, CEJJF is committed to ensuring that the advantages of the clean energy revolution reach every corner of our state. Our innovative financing programs will prioritize historically underserved communities by offering financing opportunities to equity-eligible contractors, low-income and environmental justice communities, and the businesses that serve them. Our priorities are grounded in our commitment to equity and correcting systemic barriers in the clean energy economy.

Position Overview

The administration and operations coordinator is responsible for the execution of CEJJF’s internal operational functions. Additionally, the coordinator will serve as a vital link across multiple areas of the organization, focusing on the development of organizational processes, operational efficiency, and administrative support.
CEJJF contracts directly with Public Sector Consultants (PSC) to provide staffing and management services. The administration and operations coordinator will be an employee of PSC.

Essential Duties

Operational Support

  • Assists in developing and implementing operational strategies to enhance CEJJF efficiency and effectiveness
  • Manages the operational and support needs of the virtual office
  • Coordinates operational projects that span multiple departments, ensuring alignment with organizational priorities and strategic goals
  • Develops detailed project plans, including timelines, milestones, and resource allocation, to facilitate project execution
  • Serves as a liaison across the organization, facilitating communication and collaboration
  • Maintains relationships with external vendors
  • Handles confidential information with discretion and professionalism
  • Coordinates planning for staff and leadership meetings and retreats

Administrative Duties

  • Provides high-level support for the executive director (ED) by overseeing the ED’s schedule and supporting efficient time management and prioritization of tasks; schedules meetings for the ED, coordinates travel, and tracks and follows up on outstanding deliverables
  • Provides administrative support for organizational initiatives, including scheduling meetings, coordinating logistics and resources, organizing materials, and maintaining project documentation
  • At the direction of the ED, prepares board and committee meeting agendas and packets, communicates with board members providing updates and information as requested, and attends board and committee meetings for logistical support and to take minutes
  • Prepares reports, presentations, and other materials for team meetings and stakeholder updates
  • Maintains an organized filing system for the organization, ensuring accessibility for all relevant parties

Competency Profile

Attention to Detail

Applies thoroughness in accomplishing a task through concern for all the areas involved, no matter how small; monitors and checks work or information; plans and organizes time and resources efficiently

Comfort with Change

Adapts effectively to change, decides and acts without having the total picture, comfortably handles risk and uncertainty

Communication

Respectfully listens to others to gain a full understanding of issues; comprehends written material; presents information in a clear and concise manner orally and in writing to ensure others understand ideas; appropriately adapts message, style, and tone to accommodate a variety of audiences

Curiosity

Seeks new knowledge to enhance personal and professional development, asks thoughtful and focused questions and listens sincerely to the answers, maintains a growth mindset to support the CEJJF mission

Process Analysis

Collects and interprets information (qualitative and quantitative) and analyzes processes to identify gaps in business processes and opportunities for improvement and redesign, leverages technology to organizational operations, focuses on solutions in the execution of work

Planning and Prioritization

Manages time effectively to complete required tasks, follows schedules as needed, prioritizes important deliverables, estimates timetables for deliverables, and completes tasks within a well-defined time frame; pivots with ease when time frames change; works on multiple projects concurrently

Time Management

Uses time effectively and efficiently, prioritizes tasks effectively and manages multiple projects simultaneously, maintains accurate and up-to-date records, attends to a broad range of tasks

Technical Skills

Proficient in all administrative domains, including scheduling for multiple executives and external stakeholders, organizing work tasks, presenting information clearly and concisely, problem-solving

Qualifications

  • 3–5 years of related experience
  • Strong organizational skills with the ability to manage multiple projects and priorities simultaneously
  • Excellent communication skills, both written and verbal, with a focus on collaboration
  • Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills
  • Comfortable working in a start-up environment during a high-growth period

Work Environment

CEJJF employees work fully remotely. Work is primarily performed indoors, with extended periods at a computer or on the phone. The nature of the work involves multitasking, completing repetitive tasks, and having contact with the public, stakeholders, and clients.

Compensation

  • Salary range of $65,000–$85,000 commensurate with experience
  • Competitive medical, dental, life, disability, and voluntary vision
  • Paid parental leave
  • Company 401(k) contribution
  • Paid time off granted upon start date
  • Nine paid holidays per year, Summer Fridays, and year-end close
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