Operations Coordinator

Reports To: Director of Operations
Status: Full-time, Exempt

About Project: VISION

Project: VISION (PV) is a nonprofit organization with a mission to help youth of Chicago’s Greater Chinatown community achieve their full potential by providing them with tools for educational, personal, and civic development. PV serves over 500 middle and high school youth each year out of its two Chinatown youth centers as well as three local school-based sites. 

Position Summary

PV is seeking a highly organized, detail-oriented, and mission-driven Operations Coordinator to support the daily administrative and operational functions of our nonprofit youth organization. This position plays a critical role in supporting human resources, finance, and youth program administration while helping ensure smooth day-to-day operations across the organization.

The ideal candidate is proactive, dependable, culturally responsive, and comfortable managing multiple responsibilities in a fast-paced nonprofit environment. Strong communication skills, attention to detail, and the ability to work effectively with youth, families, staff, and community stakeholders are essential.

KEY RESPONSIBILITIES

Human Resources & Payroll

• Support employee onboarding processes, including collecting and organizing hiring paperwork, conducting background checks, and maintaining personnel files
• Assist with staff payroll setup and processing
• Maintain confidentiality of employee records and sensitive information
• Coordinate staff documentation, timekeeping, and compliance-related materials
• Support HR administration and other personnel-related tasks as assigned

Finance & Accounting Support

• Assist the accountant with monthly accounting and financial administration processes
• Review purchases and expense documentation for accuracy and completeness
• Collect, organize, and track receipts, invoices, reimbursements, and payment records
• Support grant financial reporting processes

Program Administration

• Maintain thorough knowledge of program structure, activities, and goals/objectives and be able to communicate effectively about these aspects to youth, parents, and the community
• Support enrollment, intake processes, and orientation processes for youth programs
• Maintain and update youth participant databases and records, supporting data collection and entry into required platforms
• Assist with stipend and payroll setup and processing for youth participating in workforce development and employment programs
• Support tutor scheduling and coordination

General Administrative Support

• Provide front desk coverage as needed and serve as a welcoming point of contact for youth, families, and community members
• Answer phone calls and respond to parent inquiries via email and WeChat in a professional and timely manner
• Translate documents, forms, and communications between English and Chinese
• Assist with office operations, scheduling, supply management, and general administrative tasks
• Support special projects and organization-wide initiatives as needed

Qualifications

• Associate’s or Bachelor’s degree in business administration, human resources, accounting, nonprofit management, or a related field preferred
• 2+ years of administrative, operations, HR, finance, or nonprofit experience preferred
• Experience working in a nonprofit, school, youth development, or community-based organization strongly preferred
• Experience with payroll processing, data entry, or bookkeeping support is a plus
• Native or full professional proficiency in Cantonese and/or Mandarin Chinese required
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and deadlines effectively
• Proficiency with Microsoft Office Suite and Google Workspace
• Experience using databases, HR systems, or accounting software preferred
• Ability to maintain confidentiality and handle sensitive information professionally
• Strong interpersonal skills and ability to work with diverse communities, youth, and families

Preferred Characteristics

• Commitment to youth development and community service
• Strong problem-solving and communication skills
• Reliable, adaptable, and collaborative team player
• Ability to work independently and take initiative
• Culturally responsive and community-oriented mindset

Please submit a resume and cover letter to careers@projectvisionchicago.org. Applications will be reviewed on a rolling basis until the position is filled.