Program Assistant - After School Matters

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.

Founded more than 30 years ago, After School Matters has engaged more than 400,000 Chicago teens and is the nation’s largest and most successful provider of after-school and summer programs for high school teens. No other organization offers programs to high school students at the scale and quality that we do.

We offer 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 $35M and employs approximately 500 staff across the organization.

For more information, visit www.afterschoolmatters.org.


Summary of Position:
The Program Assistant’s primary responsibility is to provide administrative support to the After School Matters programs team within an assigned branch.  The Program Assistant will serve as a supportive resource for program recruitment and outreach efforts, provide administrative support to the team, and programs located at our After School Matters building.  Acting as the liaison between the branch and the program providers and community partners, the Program Assistant will communicate existing compliance requirements, policy changes, and other relevant information to ensure successful program implementation and payment to teens and instructors. 


Major Duties and Responsibilities:

Administrative Support

• Prepare and submit personal reimbursement forms, purchasing, and check requests for approval.
• Submit field trip reservations and bus requests; confirm instructors and program specialists.
• Obtain Program Specialist approval and request required documentation to confirm and facilitate payment for visiting professionals.
• In partnership with the Program and Marketing Communication teams, this position will assist in the preparation and dissemination of periodic updates, such as weekly updates and monthly newsletters, to Program Providers.
• Support the branch with administrative changes in Cityspan;
• In partnership with cross-functional departments, this role will provide compliance reminders and follow-up communication to program providers regarding attendance completion, enrollment, program verifications, instructor, and teen survey completion, etc;
• Provide logistical support for branch-wide meetings, including regular Community of Practice meetings, branch orientations, and building interviews.

Building Support

• Receive and track meal distribution process for teens in our buildings;
• Serve as the point of contact for space reservation and building usage requests;
• Provide administrative support to building instructors, including, but not limited to print sign-in sheets, make photocopies, assist with enrollment applications, etc.
• Support teens and instructors with Teen Pay and Stipend-related questions.
• Other duties as assigned.

Recruitment and Community Outreach

• Create program flyers and marketing materials for the branch;
• Works with cross-departmental teams in the planning and implementation of application workshops and recruitment events across the branch during each program session;
• Support with various planning regarding recruitment and program outreach.
• Plan, schedule, and organize all assigned parent and community meetings, etc.
• Provide teen application support to teens and parents.

Supervisory Responsibilities:
Assisting in overseeing 2-10 interns in two (Fall and Spring) 10-week and one (Summer) 8- week internship program. Delegating roles and job task in alignment with their goals and internship experience.

Physical Demands:
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift to 50 pounds occasionally.
• Must be able to sit for long periods of time.

 
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is not exposed to weather conditions.
• The noise level in the work environment is usually moderate.

 
Knowledge, Skills, and Abilities:

• Excellent interpersonal skills
• Skilled in engagement  and establishing collaborative relationships
• Excellent organizational skills and problem-solving abilities
• Excellent oral and written communication skills
• Excellent Microsoft Office skills; ability to collect and maintain information as needed
• Demonstrated experience in project management
• Ability to multi-task and meet deadlines
• Ability to work in a fast-paced, high energy environment
• Respect for all levels of the organization and outside partners
• Energetic team player who works well in collaborative situations
• Strong orientation to customer service
• Ability to work a minimum of 4 days in-person.

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.
• Cook County residency required
• Experience in using Cityspan database is a plus
• Evenings and weekends required, sample schedule below.  May change due to branch needs.
  • Typical schedule:
    • Summer: 9am-5pm
    • School Year
      • When programs are not in session: 9am-5pm
      • When programs are in session
        • Fall: M-Th 11am-7pm, F: 9am-5pm
        • Spring: M-Th 11am-7pm, F: 9am-5pm
        • Saturday programs: 9 AM – 1 PM CST (rotational schedule with team).

Additional Requirements:
Staff are required to provide proof of COVID-19 Vaccination or have an approved medical or sincerely held religious beliefs exemption prior to starting employment. If a medical or sincerely held religious belief exemption is approved, weekly Polymerase Chain Reaction (PCR) testing is required part of any reasonable accommodation.


How to Apply:
Submit a cover letter and resume at http://afterschoolmatters.applytojob.com/apply


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.