People Services Assistant - Chicago, IL

At MDA:

Purpose: At MDA, we are fighting to free individuals — and thefamilies who love them — from the harmful effects of muscle-debilitatingdiseases so they can live longer and grow stronger.

Our Values are ourstrength: We believe in MUSCLE:

Mission: We’re driven to accelerate progress forfamilies and muscle health.

Understanding: We’re attentive to our constituent’s needsand each other’s.

Stewardship: By investing precious resources wisely, wedrive the best possible outcomes.

Collaboration: We foster win-win partnerships and buildcommunities.

Learning: Knowledge powers our success and empowers ourpeople.

Excellence: We strive to do our best and exceedconstituents’ expectations.

Position Description:

The People Services Assistant will be an integral part of the People, Learningand Development, and Volunteer team and will be located in the Chicago Loopoffice. He/she will handle daily administrativeresponsibilities while working closely with the People, Benefits, Learning andDevelopment, Directors and Chief People Officer. Duties include, but are not limited toperforming personnel transactions, updating forms and directories, submitting andtracking invoices for payment, completing employment verifications, preparingreports, greeting guests, meeting setup, filing, opening and distributing teammail and other miscellaneous administrative tasks. This position will serve asa liaison to the administrative field staff and must display the MDA values andbe passionate about the MDA mission.

Responsibilities:

  • Providesgeneral assistance to Chief People Officer/People/L&D/and Volunteer staffwith daily administration
  • Usinginternal tools and documents to respond to varied general questions from staff,applicants, employees or managers, referring more difficult ones to a higher-levelteam members
  • Administeror serve as a backup for the general Human Resources email inbox and dispersesitems to the appropriate team member
  • Fosterand maintain relationships, deliver information and be the first point ofcontact for questions with MDAs multiple field Administrative Assistants
  • Reviewsforms and works with other department members to make sure the paperwork/formsare completed correctly and are expedited to the appropriate team forprocessing
  • Maydevelop general reports and information on People and Learning and developmentactivities as requested
  • Assist with the maintenance of monthly orgcharts in PowerPoint
  • Servesas a backup for preparing and processing new hire forms and people actionstasks
  • Mayassist with scheduling and greeting candidates for interviews in the nationaloffice
  • UpdatingManuals, processes and documents as directed
  • Administerand track invoices; including invoice coding, travel expenses, and othervarious administrative tasks around invoices
  • Providesadministrative support in the preparation of correspondence, reports,schedules, confidential materials and various employee issues
  • Responsiblefor filing and maintaining electronic employee files
  • Workswith Learning and Development to provide administrative support for tracking ofemployee trainings; and gathering monthly dashboard information
  • Maintainsthat all MDA offices have the appropriate employment law posters
  • Coordinatesdepartment activities, information meetings, and various training programs

Competencies:

  • Detail minded: Demonstrate accuracy and thoroughness; monitorown work to ensure quality and organization. Strong attention to detail while multitasking.
  • Communication Skills: Clearly and persuasively communicate,listen and seek clarifications; participate in meetings, write clearly andinformatively. Initiative – Demonstrate ability to work independently and aspart of a team; exhibit sound and accurate judgment, including prioritizationand time management skills. Able to provide support to multiple team memberssimultaneously.
  • Computer Skills: Advanced level proficiency with fundraisingsoftware, Microsoft Office Suite and Google Docs, ability to learn and adapt tonew technologies.
  • CustomerService: Prioritizes internal and external interactions,maintaining the highest standard of donor interactions and responding in atimely manner.
  • Professionalism: Work well in a fast-paced environment;treat others with respect and consideration; acceptresponsibility for own actions; positive/upbeat attitude.
  • Flexibility: Able to multitask in a changing workenvironment. Manage competing demandsand unexpected events. Willing to change approach to best fit the situation.

Qualifications

  • Qualifiedcandidates will have a preferred Bachelor’s Degree with a minimum of 1 year ofrelated work experience
  • Candidatesmust understand the importance of confidentiality and discretion
  • Musthave excellent written and verbal communication skills, ability to prioritizeeffectively, and attention to detail
  • Excellentcustomer service skills and the ability to multi-task, remain organized, and workin a fast-paced environment
  • Incumbentsshould be proficient in MS Office software to include Outlook, Word, Excel, andPowerPoint
  • Aptitudefor learning and using new technologies

MDA is an Equal Opportunity/Affirmative Actionemployer. All qualified applicants will receive consideration for employmentwithout regard to race, color, religion, sex, sexual orientation, nationalorigin, disability, or protected veteran status.


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