About NAMI Illinois
NAMI Illinois is the statewide organization of the National Alliance on Mental Illness, the nation’s largest grassroots network working to support individuals and families affected by mental health conditions. NAMI Illinois works with 21 local affiliates to provide education, advocacy, support, and peer-led programs throughout the state. The organization coordinates statewide training, public awareness, community education, affiliate support, and strategic initiatives designed to strengthen mental health access and advance equity.
Position Summary
The Part-Time Administrative Assistant provides administrative, registration, scheduling, documentation, and logistical support for NAMI Illinois programs, community trainings, state trainings, and annual State Conference. The position will also support community trainings such as Question, Persuade, Refer (QPR), Mental Health First Aid (MHFA), Youth Mental Health First Aid (YMHFA), presentations, webinars, and other educational opportunities.
Working closely with the NAMI Illinois programs team, this position helps ensure that trainings and events are well organized, participants receive timely communication, records remain accurate, and staff have the administrative support necessary to successfully deliver statewide programming.
This position is well suited for someone who is highly organized, attentive to detail, comfortable working independently, and able to provide responsive and welcoming support to training participants, presenters, partners, volunteers, and community members.
Core Responsibilities
Administrative and Program Support
- Provide general administrative support to the NAMI Illinois programs team, including scheduling, document preparation, file organization, data entry, meeting coordination, routine correspondence, and tracking deadlines.
- Prepare and maintain participant lists, forms, training materials, certificates, evaluations, reports, and other program documents.
- Enter, update, and verify program, training, participant, and event information in Microsoft Forms, spreadsheets, databases, OneDrive, and other designated systems.
- Maintain accurate and organized records for internal tracking, grants, contracts, and program reporting.
- Communicate professionally with affiliates, participants, presenters, instructors, partners, volunteers, vendors, and members of the public.
Community and State Training Administration
- Coordinate registration and administrative support for QPR, Mental Health First Aid, Youth Mental Health First Aid, NAMI State Trainings, webinars, presentations, and other educational offerings.
- Create and maintain registration forms, rosters, attendance records, waitlists, training calendars, applications, recommendations, membership verification, and other required participant documentation.
- Send confirmations, reminders, schedules, virtual links, location and hotel information, pre-work instructions, materials, evaluations, certificates, and post-training communications.
- Research and identify potential hotels, catering options, and training venues for statewide trainings, considering cost, location, accessibility, capacity, and program needs.
- Respond to routine participant questions regarding registration, payment, scholarships, training requirements, technology, locations, and schedules, referring complex questions to the appropriate staff member.
- Track participant completion of registration requirements, pre-work, attendance, evaluations, and other required documentation.
- Upload participants into NAMI 360, Ending the Silence courses, learning management systems, online courses, and virtual meeting platforms, as applicable.
- Coordinate with instructors and program staff to ensure they have accurate rosters, schedules, materials, technology information, and participant updates.
- Prepare certificates, evaluations, and facilitator materials.
- Maintain training records and compile participation information for internal, grant, and contract reporting.
- Provide administrative and logistical support before, during, and after virtual, in-person, and hybrid trainings.
NAMI Illinois State Conference Support
- Provide administrative and logistical support for the planning and execution of the annual NAMI Illinois State Conference.
- Support attendee registration, registration updates, attendee lists, special requests, and routine questions.
- Collect and organize presenter and exhibitor information, including biographies, photographs, session descriptions, presentation materials, agreements, and audiovisual needs.
- Communicate with attendees, presenters, exhibitors, volunteers, vendors, and partners regarding conference details and deadlines.
- Assist with on-site registration, check-in, room preparation, materials distribution, session support, and other conference-day responsibilities.
- Organize post-conference attendance and evaluation data and assist with certificates, thank-you messages, evaluation reminders, and recordkeeping.
Additional Responsibilities
- Participate in relevant staff and planning meetings.
- Maintain confidentiality when handling participant, volunteer, affiliate, partner, and organizational information.
- Help identify opportunities to improve or simplify administrative processes.
- Perform other administrative duties consistent with organizational needs and the position’s limited weekly hours.
Qualifications
- High school diploma or equivalent required.
- Bachelor’s degree, administrative certification, or relevant professional experience preferred.
- At least two years of administrative, program-support, event-support, customer-service, nonprofit, training, or related experience preferred.
- Experience in a nonprofit, behavioral-health, education, training, conference, or community-based environment is helpful.
- Strong organizational and time-management skills, including the ability to manage multiple assignments, maintain accurate records, and meet deadlines.
- Demonstrated attention to detail and ability to identify missing, incomplete, or inconsistent information.
- Proficiency with Microsoft Office and Microsoft 365 applications, including SharePoint, Outlook, Word, Excel, OneDrive, Teams, PowerPoint, and Microsoft Forms.
- Experience managing event or training registrations, participant databases, online meeting platforms, learning management systems, customer relationship management systems, or similar technology is preferred.
- Clear and professional written, verbal, and interpersonal communication skills.
- Ability to communicate respectfully with individuals from diverse backgrounds and with varying levels of comfort using technology.
- Ability to work independently, follow established procedures, ask appropriate questions, and communicate progress or concerns.
- Commitment to confidentiality, accessibility, cultural humility, and NAMI Illinois’ mission.
Schedule and Work Expectations
This position is expected to work approximately 10 hours per week at $25.00 per hour. The regular work schedule will be established with the supervisor based on program and organizational needs. Most responsibilities will be completed remotely during agreed-upon business hours.
Occasional evening, weekend, in-person, or travel-based work may be requested for trainings, events, and the State Conference, with as much advance notice as possible. Approved mileage and work-related travel expenses will be reimbursed in accordance with NAMI Illinois policies.
To apply send your resume to [email protected]
NAMI Illinois is an Equal Opportunity Employer committed to justice, equity, diversity, inclusion, and accessibility.
Pay: $25.00 per hour
Benefits:
Work Location: Hybrid remote in Chicago, IL 60606
