Program Assistant, SSW

Summary of Position:

The Program Assistant is primarily responsible for providing comprehensive administrative support to the After School Matters programs team within an assigned branch. This role will serve as a key resource for recruitment and outreach efforts, ensuring smooth coordination and execution of program-related activities. The Program Assistant will also provide vital administrative support to the team and programs housed within or outside the respective After School Matters branch facility, assisting with the management of day-to-day logistics.

As the liaison between the branch and program providers, as well as community partners, the Program Assistant will ensure clear communication of compliance requirements, policy updates, and other essential information. This ensures the successful implementation of programs and the timely payment of teens and instructors. Additionally, the Program Assistant will play a key role in fostering relationships with stakeholders to support ongoing program success and growth.

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, 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, including:
• Creating activities, enrolling teens, managing checklists, and input data
• Request budget adjustments and manage program tags
• Oversee the program enhancement process:
• Review approved field trips and visiting professionals
• Create and manage calendar invitations, permission forms, and submissions tracking
• Handle reservations, transportation requests, and purchasing for field trips
• Manage transportation arrangements; bus and/or Public Transportation Ventra cards.
• Ensure proper documentation for payments to visiting professionals, including obtaining invoices and W-9 forms
• Assist with logistics for branch-wide meetings, orientations, and interviews
• Assist with teen I9 collection, Career Day, corporate workshops, and professional development logistics
• Create and manage Google Classrooms; enroll teens as needed
• Collect and monitor office supply orders and inventory
• Oversee recruitment materials and giveaways
• Participate in team meetings and provide cross-departmental support as needed

Community and Building Support:

• Assist teens and instructors with pay and stipend-related queries, including Wisely Replacement Cards and checklist completion
• Support ASM special initiatives (e.g., immersions, Discover ASM)
• 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)
• Provide administrative support to building instructors (e.g., printing, photocopying, enrollment assistance)
• Oversee teen sign-in process, update rosters, and distribute badges
• Manage and track meal distribution for teens, including GCFD documentation and Link2Feed data entry
• Supervise building interns; enter attendance and teen documents
  
  

Recruitment and Community Outreach:

• Support recruitment, parent, and community meetings logistics
• Provide application support to teens and parents
• Create program flyers and marketing materials
• Collaborate with cross-departmental teams to plan and execute application workshops and recruitment events
• Other duties as assigned
  
  

Work Environment:

• This position requires in-person work five days a week
• Flexible work hours required consistent with out of school time programming; evenings hours (11am – 7pm) during school-year programming and for special events or programs
• Must be available on some Saturdays
  
  

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
  
  

Salary: $37,651 to $41,545

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.

Organizational Summary:

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 years later, now known as After School Matters, our program 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.

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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