Programs Project Assistant

Chicago, IL
Full Time
Programs
Experienced
Summary of Position: The Programs Project Assistant supports the Programs Operations Team by ensuring smooth and efficient program processes across After School Matters. This role serves as a key liaison between teens, instructors, and internal teams, providing customer service, technical support, and training. The Project Assistant will become an expert in organizational policies and systems, analyze trends, and contribute to continuous improvement efforts.

This is a temporary, full-time position that will last until August 2026.


Major Duties and Responsibilities:
1. Customer Service & Inquiry Management
  • Monitor and respond to inquiries via After School Matters’ customer service ticketing system.
  • Troubleshoot issues related to teen applications, dashboards, and program enrollment.
  • Identify recurring issues and recommend process improvements.
2. Data Integrity & Technical Support
  • Run and analyze reports to identify and correct data discrepancies.
  • Support teen pay processes and troubleshoot related issues.
  • Assist with account setup and technical support for Google Classroom, Google Meet, and other online learning platforms.
3. Documentation & Process Improvement
  • Maintain and update training materials and operational documents.
  • Create and manage spreadsheets for data imports/exports and reporting.
  • Draft communications for external stakeholders regarding customer service inquiries.
4. Training & Staff Support
  • Prepare and lead administrative trainings for new program staff and seasonal employees.
  • Update internal and external documents for training sessions.
  • Attend branch meetings to present updates and gather feedback on Operations initiatives.
5. Program Coordination & Special Initiatives
  • Serve as a liaison between After School Matters and seasonal staff.
  • Support special funding initiatives and related program operations. 
  • Assist with timeline updates and contribute to weekly instructor communications.
6. Program Enhancements Support
  • Collect and organize relevant documentation and details for program enhancements.
  • Assist with scheduling and coordinating logistics with internal and external stakeholders.
  • Support processing of payments and follow-up communications related to enhancement activities.
  • Track progress and ensure timely completion of enhancement-related tasks.


Knowledge, Skills and Abilities:
  • Excellent verbal and written skills
  • Customer service oriented
  • Excellent interpersonal skills
  • Detail-oriented, organized
  • Data integrity
  • Analytical problem solver
  • Ability to shift between tasks frequently and maintain to-do lists to stay on top of multiple responsibilities and deadlines
  • Ability to follow through independently on tasks
  • Proficient with Microsoft Office applications
  • Intermediate Microsoft Excel skills preferred
  • Proficient knowledge of G Suite including Google Classroom and Google Meet

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, and may change due to branch needs



Compensation: $20 / hour


 

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 400,000 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 $35M 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. 

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