Operations & Program Assistant

Artists ReEnvisioning Tomorrow Inc•Peoria, IL

19d

About The Position

The Operations & Program Assistant provides high-energy, detail-oriented support to ART INC’s Chief Operations & Programs Officer. This role ensures smooth coordination across all programs, sites, and events — helping ART INC deliver trauma-informed, high-impact arts, education, and workforce programs for youth and families. The ideal candidate thrives in fast-moving environments, enjoys working with young people, and can anticipate needs before they arise. They must be comfortable engaging with diverse children & youth populations, and individuals who may have experienced trauma, ages 7-24.

Requirements

Associate’s degree or equivalent experience in youth development, education, arts administration, or nonprofit operations.
Minimum one year of experience supporting programs or administrative functions in a nonprofit, school, or youth organization.
Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced setting.
Strong interpersonal communication and teamwork skills.
Comfort working with Black and brown youth and families from diverse backgrounds.
Ability to maintain confidentiality and composure in challenging or emotionally charged situations.
Flexible schedule, including occasional evenings or weekends for events.

Responsibilities

Assist with daily operations of ART INC’s three flagship programs: ASALA, Pathways to College or Careers, and SOLVE, as well as youth leadership and enrichment events and smaller programs.
Help coordinate attendance, supplies, set-up, and documentation for after-school and weekend programming.
Maintain positive, professional, and supportive interactions with students, families, and teaching artists.
Serve as a calm, consistent adult presence during programming — modeling ART INC’s trauma-informed, youth-centered values.
Assist the COPO with grant and budget management — including organizing receipts, tracking expenditures, and maintaining accurate spending records.
Support compliance by ensuring financial documentation and reports are completed on time.
Help the COPO stay on schedule with grant deliverables, budget deadlines, and related administrative tasks.
Maintain organized digital and paper files for program and grant reporting.
Monitor and restock supplies, assist with purchasing, and manage program inventory.
Coordinate calendars, schedule meetings, and prepare materials for internal and external stakeholders.
Support communication across departments to ensure timely follow-through and task completion.
Handle correspondence, print materials, and maintain organized systems for documentation.
Help plan and execute community events, field trips, and student showcases.
Coordinate logistics, setup, supplies, and volunteer support.
Work collaboratively with the operations and marketing teams to ensure events run seamlessly and reflect ART INC’s professional standards.
Assist the COPO in coordinating project management across all program areas and departments she oversees.
Help ensure Program Managers and other direct reports stay on track with deliverables, deadlines, and reporting requirements.
Maintain shared project boards, timelines, and follow-up systems (e.g., Kanban, BambooHR, or shared spreadsheets) to keep tasks moving forward.
Prepare weekly status updates or summary notes to brief the COPO on progress, challenges, and next steps.
Track meeting outcomes and follow up with responsible staff to ensure accountability and completion.
Support the COPO in organizing team huddles, retreats, and cross-department meetings to strengthen alignment and communication.