Programs Project Coordinator

After School Matters•Chicago, IL

2d•$45,500 - $50,270•Onsite

About The 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.

Requirements

Excellent interpersonal skills
Skilled in developing and facilitating collaborative relationships
Detail-oriented, organized
Customer service oriented
Analytical problem solver
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
College degree required or 4 years of professional experience

Nice To Haves

Experience with technical troubleshooting or application development a plus
Experience with technical support preferred

Responsibilities

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.
Send organization-wide communication to central office staff, program providers, and teens regarding key organization-wide processes.
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
Provide technical assistance related to Cityspan, Google Classroom, and Google Meets.
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