Overview
Regional Operations Administrator – Chicago Jobs in Chicago, IL at Guitars Over Guns
Title: Regional Operations Administrator – Chicago
Company: Guitars Over Guns
Location: Chicago, IL
IMPORTANT NOTE: Please send a resume and cover letter to [email protected] with “Regional Operations Administrator – Chicago” in the subject line. Applications submitted directly through LinkedIn or other third-party platforms will not be considered.
Regional Operations Administrator – Chicago
Location: Chicago, Illinois
Organization: Guitars Over Guns Organization, Inc. (GOGO)
Reports to: Programs Director, Chicago
Salary: $64,000 – $68,000 annually, commensurate with experience
Status: Full-Time, Exempt; Hybrid
ABOUT GUITARS OVER GUNS
Guitars Over Guns Organization (GOGO) is a 501(c)(3) nonprofit that provides music education and mentorship by pairing students from vulnerable communities in Miami, Chicago, Los Angeles, and New York with professional musicians. Our goal? To help them overcome challenges, discover their voice, and unleash their potential as future leaders. Since 2008, we've positively impacted over 12,000 students, boosting academic achievement and engagement, across 43 schools and community sites. At Guitars Over Guns, you’ll be part of a passionate, creative, and mission-driven team working at the intersection of music, mentorship, and social change. A genuine desire to find joy in what we do lies at the core of our values. Join us in making a difference through the power of music in shaping the future for tomorrow's leaders.
ABOUT THE ROLE
The Regional Operations Administrator provides administrative, project coordination, and operational support to the Chicago leadership and programs team. The role is responsible for coordinating assigned regional priorities; maintaining project tracking systems; leading regional grant administration, compliance coordination, documentation management, and government reporting processes; managing meeting logistics and follow-up, and assisting with regional events and communications. Working with a high degree of independence, the Regional Operations Administrator exercises judgment in coordinating cross-functional initiatives, administering regional operational processes, identifying risks and process improvements, and making recommendations that support effective decision-making and organizational objectives. The role supports organizational effectiveness by administering regional operational processes, managing project and grant tracking systems, facilitating cross-functional communication, evaluating progress toward regional priorities, identifying operational risks and process improvement opportunities, and making recommendations to leadership that support effective decision-making and successful execution.
KEY RESPONSIBILITIES
Special Projects & Administrative Support
- Provide administrative and project coordination for projects assigned by the Programs Director or designated Chicago leadership.
- Maintain project plans, timelines, trackers, templates, documentation, and operational procedures.
- Coordinate communication and follow-up actions among project stakeholders and track progress toward deadlines.
- Identify operational gaps and provide recommendations to leadership.
- Coordinate cross-functional projects involving Programs, Advancement, Finance, Marketing, Operations, and external partners.
- Prepare reports, presentations, and briefing materials for leadership, funders, and board meetings as assigned.
- Monitor project budgets and expenses for assigned initiatives.
Grant Administration & Compliance
- Serve as the regional lead for grant administration and compliance, ensuring government and private grant requirements are implemented and managed in accordance with organizational policies and funder expectations.
- Serve as the primary regional liaison for grant compliance activities, coordinating with Programs, Finance, Advancement, and the Grants & Compliance Manager to ensure government-funded programs remain compliant with all contractual, fiscal, and reporting requirements.
- Develop and maintain grant compliance calendars, reporting schedules, documentation requirements, and tracking systems to ensure timely completion of all grant deliverables.
- Partner with the Grants & Compliance Manager, Programs, Finance, Advancement, Operations, and Chicago staff to coordinate, validate, and submit information for grant applications, reports, budgets, compliance documentation, and funder updates.
- Monitor grant compliance by reviewing supporting documentation, attendance records, program data, financial information, and other required records; identify potential risks and recommend corrective actions as needed.
- Coordinate documentation and responses for grant monitoring visits, audits, and compliance reviews conducted by government agencies and other funders.
- Interpret grant requirements and organizational policies, providing guidance to regional staff on documentation standards, reporting expectations, allowable activities, and compliance procedures.
- Maintain organized, audit-ready grant records, correspondence, templates, and source documentation in accordance with organizational recordkeeping standards.
Systems & Operational Support
- Independently manage assigned regional operational initiatives, determining project priorities, implementation approaches, timelines, and resource coordination to achieve organizational objectives.
- Evaluate regional operational workflows and implement process improvements that increase efficiency, strengthen accountability, and improve organizational effectiveness.
- Maintain templates, trackers, filing systems, workflows, regional dashboards, reporting tools, and project management systems, including reminders and status updates for key deliverables.
- Develop and implement standardized operational procedures that strengthen grant compliance, documentation accuracy, and organizational accountability.
- Communicate system-related needs and issues to appropriate supervisors and HQ partners.
- Lead implementation of new organizational systems and process improvements within the Chicago region.
Meeting & Events Management
- Coordinate scheduling, agendas, note-taking, action-item tracking, and follow-up for key regional meetings.
- Document decisions, next steps, responsible parties, and deadlines.
- Escalate overdue action items through established reporting channels when necessary.
- Serve as either event lead or event support for key regional programmatic, advancement, and other events, depending on assignment.
- Coordinate event logistics, documentation, vendor communication, and post-event follow-up.
- Support event teams according to event-specific reporting structures established by leadership.
QUALIFICATIONS
- 3-5 years of professional experience in nonprofit operations, grant administration, compliance, project management, or a related operational role
- Experience managing multiple concurrent projects, timelines, and cross-functional stakeholders while meeting competing deadlines
- Experience coordinating or administering government, foundation, or other grant-funded programs, including compliance, reporting, or documentation requirements preferred
- Experience maintaining complex documentation, reporting systems, or compliance records with a high degree of accuracy and organization
- Demonstrated ability to exercise independent judgment, prioritize competing initiatives, solve operational challenges, and make sound decisions with minimal supervision
- Ability to handle sensitive information in a confidential manner
- Strong proficiency with Google Workspace, Zoom, project management platforms (such as Asana), CRM systems (such as Salesforce), and the ability to quickly learn new technologies; experience with grant management or reporting systems is a plus
- Highly organized, proactive, and detail-oriented, with the ability to manage competing priorities and produce accurate work in a deadline-driven environment
- Strong written/verbal communication and organizational skills
- Ability to work independently and within a team environment
- Ability to work occasional nights/weekends based on events schedule
- Personal qualities of integrity, credibility, growth mindset, sense of humor, and a commitment to Guitars Over Guns’ mission
- Must be a U.S. citizen or have a valid U.S. work visa
COMPENSATION & BENEFITS
- Competitive salary commensurate with experience
- 401(k) with 3% employer match (eligible after 12 months of employment)
- Health insurance at no additional cost, with optional dental and vision benefits available at a cost
- Paid time off (PTO) structure, parental leave, bereavement leave, as well as ±18 federal & cultural paid holidays per year
- Hybrid in-person and remote workplace
- Employee Assistance Program
- Opportunities for professional growth and leadership development
PHYSICAL & SCHEDULE REQUIREMENTS
This role is based in Chicago and requires regular in-person availability for meetings, events, and program-related activities. Occasional evening and weekend work will be required based on the events calendar. Some local travel within Chicago may be required. Hours worked must be accurately recorded in accordance with organizational policy.
APPLICATION INSTRUCTIONS
Please send a resume and cover letter to [email protected] with “Regional Operations Administrator – Chicago” in the subject line. Applications submitted directly through LinkedIn or other third-party platforms will not be considered.
Please note that our hiring process is entirely human; we don’t use any screening software or AI tools. A real person will be reading your materials, and a tailored resume and persuasive cover letter that demonstrate you are right for the role – and the role is right for you! – can make a difference in whether you move ahead in the process.
