Program Manager, Chicago (Full-Time)

Common Threads•Chicago, IL

1d•Remote

About The Position

The Program Manager will manage the planning, coordination, and delivery of Common Threads programs across Chicago and surrounding communities. This role will work closely with schools, community-based organizations, healthcare institutions, Chef Instructors, and internal teams to ensure programs run smoothly, meet quality standards, and fulfill partner, grant, and contract requirements. The Program Manager will manage program schedules, coordinate partner communication, supervise assigned Chef Instructors, monitor program data and documentation, and support compliance and reporting. The ideal candidate has experience in project or program management, youth programming, nutrition education, community health, or nonprofit operations. This individual must be highly organized, responsive, relationship-focused, and comfortable managing multiple programs and deadlines. This is a full-time, exempt position that reports to the Director of Programs & Partnerships. The role follows a fully remote work model. Regular local travel to school and community partner sites throughout the Chicago area is required, with occasional travel outside Chicago.

Requirements

Experience in project or program management
Experience in youth programming
Experience in nutrition education
Experience in community health
Experience in nonprofit operations
Highly organized
Responsive
Relationship-focused
Comfortable managing multiple programs and deadlines

Responsibilities

Manage the day-to-day implementation of school-based, healthcare, and community programs throughout Chicago and surrounding communities.
Coordinate with school administrators, teachers, community partners, and healthcare partners to schedule programs and confirm implementation requirements.
Develop and maintain program schedules, implementation plans, site information, and internal tracking tools.
Coordinate program materials, curriculum, groceries, equipment, facility access, and other program needs.
Communicate program expectations, schedules, changes, and updates to Chef Instructors, partner contacts, volunteers, and internal staff.
Monitor enrollment, attendance, completion, and program progress against established goals.
Identify scheduling conflicts, staffing gaps, supply issues, and other implementation barriers. Escalate concerns and coordinate solutions promptly.
Support the implementation of health-focused initiatives with local healthcare and community partners.
Coordinate and facilitate special events at schools, community-based organizations, and other partner locations.
Document program and partner activities accurately and consistently in Salesforce and other approved systems.
Support assigned Chef Instructors delivering programs throughout the Chicago area.
Work with staff to coordinate Chef Instructor scheduling and maintain appropriate coverage for programs, events, training, and observations.
Support Chef Instructor recruitment, interviewing, onboarding, training, and offboarding as needed.
Communicate curriculum updates, organizational procedures, partner requirements, and other relevant information.
Address missing documentation, scheduling concerns, and payment discrepancies in coordination with the Associate Director, Finance, Operations, or Human Resources.
Foster a supportive and accountable team culture focused on learning, communication, program quality, and participant experience.
Conduct regular in-person and virtual program observations to assess curriculum fidelity, instructional quality, participant engagement, and adherence to program standards.
Provide timely feedback and coaching to Chef Instructors following program observations.
Ensure assigned programs comply with organizational policies, partner agreements, grant requirements, contracts, and implementation standards.
Monitor completion of required background checks, fingerprinting, certifications, training, and other personnel documentation.
Track attendance, participant rosters, consent and assent forms, surveys, waivers, and other required records.
Review program documentation for accuracy and completeness before submission.
Maintain organized program and compliance records in approved organizational systems.
Escalate compliance concerns, missed requirements, safety issues, and documentation gaps promptly.
Support corrective action plans and follow-up activities when program or compliance concerns arise.
Oversee timely and accurate collection of program data, including enrollment, attendance, demographics, pre- and post-surveys, consent forms, and program outcomes.
Enter or review program information in Salesforce and other required data systems.
Monitor data completion and follow up with Chef Instructors, staff, or partners regarding missing or inaccurate information.
Collaborate with Research and Evaluation staff to support program evaluation activities.
Prepare program updates, data summaries, partner reports, and grant-related documentation.
Contribute information for quarterly, annual, grant, and contract reports.
Use program data, observations, and feedback to identify implementation trends and recommend improvements.
Serve as a primary day-to-day contact for assigned schools, community-based organizations, healthcare institutions, and other program partners.
Build and maintain professional, responsive, and collaborative partner relationships.
Conduct planning meetings, site readiness reviews, implementation check-ins, and program debriefs.
Respond to partner questions and concerns and coordinate internal follow-up.
Support the identification and onboarding of new schools, kitchens, and community sites aligned with approved Chicago program goals.
Gather partner feedback and share recommendations with program leadership.
Represent Common Threads at school, district, healthcare, and community meetings and events.
Support efforts to strengthen Common Threads’ visibility and relationships throughout the Chicago area.
Collaborate with all teams to support program implementation.
Participate in team meetings, planning sessions, training, and program improvement initiatives.
Support budget tracking by monitoring program purchases, staffing expenses, and other approved costs.
Provide program details, schedules, participant data, and implementation updates for proposals, reports, partner agreements, and planning activities.
Support the Associate Director of Regional Programs with Chicago market priorities and special projects.
Perform other program-related duties as assigned.