Programs Project Coordinator

Chicago, IL
Full Time
Programs
Entry Level

Summary of Position: This Programs Project Coordinator will work closely with the Programs Project Manager and Program Implementation Manager to prepare comprehensive action plans, including resources, and timeframes. They will coordinate tasks and complete administrative duties, like maintaining project documentation. To succeed in this role, you should have excellent time management and communication skills, as you will collaborate with a variety of stakeholders (full-time staff, program providers, teens, and parents) to deliver results on deadlines and provide great customer service. 

This is a full-time position. 

Major Duties and Responsibilities: 

Project Coordination:

  • Create and maintain templates, technical guides and resources used widely by central office staff, providers, and teens regarding a wide range of topics such as recruitment and enrollment guides, enhancement requests, program compliance items, and more.  

  • Support the Programs Project Manager with operational projects, such as the renewal application process, and programmatic pilots.  

  • Coordinate project management activities, resources, equipment, and information.  

  • Monitor project progress and handle any issues that arise.  

  • Participate in cross-departmental and programmatic committees.  

  • Create Excel spreadsheets via exports from After School Matters database, Cityspan.  

  • Complete manual data entry when required.  

  • Flag issues (budget, personnel, deadlines, etc) and report to Project Manager.  

  • Propose solutions to Programs Project Manager for approval and implementation.  

  • Coordinate with task assignees, provide feedback, and support where needed.  

  • Populate and maintain project dashboards and team documentation.  

  • Assist Programs Project Manager in improving and optimizing project workflows.  

  • Ensure awareness of all tasks and current status.  

Communication:

  • Send organization-wide communication to central office staff, program providers, and teens regarding key organization-wide processes.  

Customer Service/Technical Support:

  • Oversee teen and instructor support inboxes regarding ASM Teen Application, program selection, Google Classroom and Google Meets set up, teen pay and other miscellaneous requests via Zendesk. 

  • Respond within reasonable time and close out tickets 

  • Flag trends and make recommendations 

  • Troubleshooting 

  •  Provide technical assistance related to Cityspan, Google Classroom, and Google Meets. 

Staff Training and Support:

  • Coordinate, prep and lead trainings for new program staff Administrative Trainings: create content, update each session as needed, present on day of Training 

  • Take lead on coordinating the New Instructor Admin Training every program session 

  • Assist with updating internal and external documents for all sessions 

  • Attend branch team meetings on occasion to present on Operations Team projects and collect feedback 

  • Support with updating our fiscal year timeline dates 

Other duties as assigned

Supervisory Responsibilities (If applicable):

  • None 

Knowledge, Skills and Abilities: 

  • Excellent interpersonal skills  

  • Skilled in developing and facilitating collaborative relationships  

  • Detail-oriented, organized  

  • Customer service oriented  

  • Analytical problem solver  

  • Excellent interpersonal skills  

  • Exceptional organization.  

  • Rigorous attention to detail.  

  • Clear and effective communication.  

  • Proactive and collaborative response to issues that arise.  

  • Superior multitasking and instinct for what to prioritize.  

  • Interest in learning and development.  

  • Proficient with Microsoft Office applications with Intermediate Microsoft Excel skills preferred  

  • Ability to work independently and in a team  

  • Excellent verbal and written skills  

  • Experience with technical troubleshooting or application development a plus  

Qualifications:  

  • College degree required or 4 years of professional experience  

  • Experience with technical support preferred  

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 sit and work at a computer 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.  

How to Apply: 

Apply by submitting a resume, cover letter, and application here: https://afterschoolmatters.applytojob.com/apply/ 

Compensation: $45,500 - $50,270 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. 
 
Thirty-five years later, now known as After School Matters, our program 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. 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 four ASM buildings: downtown at Gallery 37 Center for the Arts and Orleans, 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. For more information, visit www.afterschoolmatters.org. 
 
 
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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