Summary of Position: The Program Assistant provides comprehensive administrative support to the After School Matters programs team within an assigned branch. As the liaison between the branch and program providers, as well as community partners, the Program Assistant assists with recruitment and outreach efforts, ensures smooth coordination and execution of program-related activities, and ensures clear communication of compliance requirements, policy updates, and other essential information.

Major Duties and Responsibilities:

Administrative Support:

Serve as the first point of contact for all ASM guests, visitors, and inquiries; provide a welcoming environment

Manage branch and building Google inbox, google classroom, answer phones, and send teen and parent/guardian communication emails

Prepare and submit reimbursement forms, purchase orders, and check requests for director approval

Provide compliance reminders and follow-up with program providers on attendance, enrollment, verifications, Instructors Program Reports, and surveys

Support administrative updates in Cityspan

Oversee the program enhancement process

Assist with logistics for teen recruitment events, interviews, orientations, and professional development opportunities

Collect and monitor office supply orders and inventory

Community and Building Support:

Assist teens and instructors with pay and stipend-related queries, including Wisely Replacement Cards and checklist completion

Assist with planning and implementing branch showcases and special events

Design signage, manage t-shirt distribution, teen badge distribution, manage cabinet storage inventory, and manage tech inventory (e.g., monitors, speakers, tablets)

Oversee teen sign-in process, update rosters, and distribute badges

Manage and track meal distribution for teens, including GCFD documentation and Link2Feed data entry

Recruitment and Community Outreach:

Collaborate with cross-departmental teams to provide recruitment and application support

Knowledge, Skills, and Abilities:

Strong interpersonal skills: Proficient in fostering positive and effective relationships with diverse stakeholders.

Expertise in developing and nurturing collaborative partnerships: Skilled at cultivating and maintaining mutually beneficial relationships.

Exceptional organizational and problem-solving abilities: Proficient in efficiently organizing tasks and adept at resolving challenges.

Effective communication skills: Articulate in conveying information verbally and in writing.

Strong proficiency in Microsoft Office with the ability to gather, manage, and maintain data effectively.

Proven ability to plan, execute, and oversee projects to successful completion.

Strong multitasking skills: Ability to efficiently manage multiple tasks and meet deadlines.

Thrives in a fast-paced, high-energy environment: Adaptable and comfortable working in dynamic settings.

Demonstrates respect for all levels of the organization and external partners: Exhibits professionalism and consideration in interactions.

Collaborative team player with high energy: Engages positively in team environments and contributes effectively to group efforts.

Customer service orientation: Committed to delivering exceptional service to internal and external stakeholders.

Qualifications:

Minimum High School diploma or GED equivalent is required; Associate degree from an accredited college/university is preferred.

Minimum 1-2 years administrative support experience is required

Valid Driver's License, insured transportation, and driving record that satisfies our Motor Vehicle Policy preferred

Cook County residency required

Benefits for full-time regular employees include:

Medical, Dental, and Vision

Medical and Dependent Care Flexible Spending Accounts

Paid Parental Leave (PPL)

403B Retirement Plan

Identity Theft, Legal, and Pet Insurance

Paid Time Off (PTO), Paid Sick Time and paid national holidays

Compensation: $41,000 - $44,000 annually

About Us: After School Matters is a Chicago-based nonprofit organization that annually offers after-school and summer programs to nearly 19,000 Chicago high school teens to explore and develop their talents while gaining critical skills that will set them up for success in college and beyond.

ASM has engaged more than 450,000 Chicago teens and is the nation's largest and most successful provider of after-school and summer programs for high school teens.

ASM offers paid apprenticeships led by professionals in the fields of arts, communications and leadership, sports, and STEM (Science, Technology, Engineering, and Math). Our nationally respected youth development model has been replicated in cities across the country and earned us the City Livability Award from the U.S. Conference of Mayors.

Programs take place at community locations throughout the city, including three ASM buildings: downtown at Gallery 37 Center for the Arts, the Michael and Karyn Lutz Center in Belmont Cragin, and the Pullman community at Gately Park. Currently, After School Matters' annual operating budget is approximately $48M and employs approximately 500 staff across the organization.

EEO: After School Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.

After School Matters

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Program Assistant