Seasonal Program Initiatives Assistant

After School Matters•Chicago, IL

3d•Onsite

About The Position

The Program Initiatives Assistant provides comprehensive administrative support to After School Matters Program Initiatives team. As the liaison between the department and program providers, as well as community and donor partners, the Program Assistant assists with recruitment and outreach efforts, ensures smooth coordination and execution of program-related activities, and ensures clear communication of compliance requirements, policy updates, and other essential information.

Requirements

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.
Minimum High School diploma or GED equivalent is required
Minimum 1-2 years administrative support experience is required

Nice To Haves

Associate degree from an accredited college/university is preferred.
Valid Driver’s License, insured transportation, and driving record that satisfies our Motor Vehicle Policy preferred

Responsibilities

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
Oversee the program enhancement process
Assist with logistics for teen recruitment events, interviews, orientations, and performances, and events.
Provide logistical support with programs where needed
Collect and monitor program supply orders and inventory
Assist teens and instructors with pay and stipend-related queries, including Wisely Replacement Cards and checklist completion
Assist with planning and implementing branch showcases and special events
Design signage via Canva, manage t-shirt distribution, teen badge distribution, manage cabinet storage inventory, and manage tech inventory (e.g., monitors, speakers, tablets)
Collaborate with cross-departmental teams to provide recruitment and application support
Attend recruitment events at program locations throughout all three program branches to support Program Specialists and instructors