Program Assistant - S/SW
About The Position
The Program Assistant provides comprehensive administrative support to the After School Matters programs team within an assigned branch. Acting as a liaison between the branch, program providers, and community partners, the role supports recruitment and outreach, coordinates program-related activities, and communicates compliance requirements, policy updates, and other essential information. The position supports branch operations by managing communications and administrative processes, following up with program providers on compliance items, assisting with events and professional development logistics, and maintaining records and inventories. It also supports teens and instructors with pay-related questions, helps coordinate showcases and special events, and assists with teen recruitment and applications.
Requirements
- High school diploma or GED equivalent.
- Minimum of 1–2 years of administrative support experience.
- Cook County residency is required.
- Strong interpersonal skills and the ability to foster effective relationships with diverse stakeholders.
- Ability to develop and nurture collaborative partnerships.
- Strong organizational and problem-solving abilities.
- Effective verbal and written communication skills.
- Strong proficiency in Microsoft Office and the ability to gather, manage, and maintain data.
- Ability to plan, execute, and oversee projects to completion.
- Ability to multitask efficiently and meet deadlines.
- Adaptability and comfort working in a fast-paced, high-energy environment.
- Professionalism and respect in interactions with organizational staff and external partners.
- Collaborative approach, high energy, and a customer-service orientation.
Nice To Haves
- Associate degree from an accredited college or university.
- Valid driver’s license, insured transportation, and a driving record that satisfies the Motor Vehicle Policy.
Responsibilities
- Serve as the first point of contact for ASM guests, visitors, and inquiries, and provide a welcoming environment.
- Manage the branch and building Google inbox and Google Classroom, answer phones, and send communications to teens and parents or guardians.
- Prepare and submit reimbursement forms, purchase orders, and check requests for director approval.
- Remind program providers about compliance requirements and follow up on attendance, enrollment, verifications, Instructor Program Reports, and surveys.
- Support administrative updates in Cityspan and oversee the program enhancement process.
- Assist with logistics for teen recruitment events, interviews, orientations, and professional development opportunities.
- Collect and monitor office supply orders and inventory.
- Assist teens and instructors with pay and stipend-related questions, including Wisely Replacement Cards and checklist completion.
- Assist with planning and implementing branch showcases and special events.
- Design signage; manage t-shirt and teen badge distribution; and manage cabinet storage and technology inventory, including monitors, speakers, and tablets.
- Oversee the teen sign-in process, update rosters, and distribute badges.
- Manage and track meal distribution for teens, including GCFD documentation and Link2Feed data entry.
- Collaborate with cross-departmental teams to provide recruitment and application support.
Benefits
- Medical, dental, and vision coverage
- Medical and dependent care flexible spending accounts
- Paid parental leave
- 403B retirement plan
- Identity theft, legal, and pet insurance
- Paid time off
- Paid sick time
- Paid national holidays
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
