Programs Project Coordinator

afterschoolmatters; Chicago (IL); On-site; USD 46,000 - 50,000; Full time

Job summary

After School Matters in Chicago seeks a Programs Project Coordinator to work with the Programs Project Manager to prepare action plans, coordinate tasks, and maintain documentation. You will collaborate with staff, program providers, teens, and parents to deliver results on deadlines and provide excellent customer service.

This is a full-time position. The role involves creating templates, supporting renewal applications, managing dashboards, and handling inquiries via Zendesk.

Qualifications

• College degree or 4 years of professional experience.
• Experience with technical support preferred.
• Strong time management and communication skills.
• Ability to coordinate with staff, providers, teens and parents.
• Proficient with Microsoft Office, especially Excel.

Responsibilities

• Create and maintain templates, guides, and resources used by staff and providers.
• Support the Programs Project Manager with operational projects.
• Coordinate project management activities, resources, equipment, and information.
• Monitor progress and report issues.
• Populate and maintain project dashboards and documentation.
• Provide technical support for Cityspan, Google Classroom, and Google Meets.
• Lead trainings for new program staff.
• Assist updating internal and external documents.
• Attend branch team meetings and collect feedback.
• Support updating fiscal year timeline dates.

Skills

Time management

Communication skills

Customer service

Team collaboration

Microsoft Office

Excel

Problem solving

Attention to detail

Verbal and written skills

Education

College degree or 4 years professional experience

Tools

Cityspan

Zendesk

Google Classroom

Google Meet

Excel

Job description

Summary of Position

This Programs Project Coordinator will work closely with the Programs Project Manager and Program Implementation Manager to prepare comprehensive action plans, including resources, andtimeframes. They will coordinate tasks and complete administrative duties, likemaintainingproject 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.

This is a full-time position.

Major Duties and Responsibilities

Project Coordination

• Create andmaintaintemplates, technical guides and resources used widely by central office staff, providers, and teensregardinga 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 whenrequired.
• 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 andmaintainproject dashboards and team documentation.
• Assist Programs Project Manager in improving andoptimizingproject workflows.
• Ensure awareness of all tasks andcurrent status.

Communication

• Send organization-wide communication to central office staff, program providers, and teensregardingkey organization-wide processes.

Customer Service/Technical Support

• Oversee teen and instructor support inboxes regarding ASM Teen Application, programselection, Google Classroom and Google Meets set up, teen pay and other miscellaneous requestsvia Zendesk.
• Respond within reasonable time and close out tickets
• Flag trends and make recommendations
• Troubleshooting
• Provide technicalassistancerelated toCityspan, Google Classroom, and Google Meets.

Staff Training and Support

• Coordinate, prep and lead trainings for new program staffAdministrative Trainings: create content, update each session as needed, present on day ofTraining
• Take lead on coordinating the New Instructor Admin Training every program session
• Assistwith updating internal and external documents for all sessions
• Attend branch team meetings on occasion to present on Operations Team projects andcollect feedback
• Support with updating our fiscal year timeline dates

Other duties as assigned

Supervisory Responsibilities (If applicable)

• None

Knowledge,Skillsand Abilities

• Excellent interpersonal skills
• Skilled in developing andfacilitatingcollaborative relationships
• Detail-oriented, organized
• Customer service oriented
• Analytical problem solver
• Excellent interpersonal skills
• Exceptional organization.
• Rigorous attention to detail.
• Clear and effective communication.
• Proactive and collaborative response to issues that arise.
• Superior multitasking and instinct forwhat to prioritize.
• Interestin 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
• Experience with technical troubleshooting or application development a plus

Qualifications

• College degreerequiredor 4 years of professional experience
• Experience with technical support preferred

Physical Demands

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to sit and work at a computer forlong periodsof time.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is not exposed to weather conditions.
• The noise level in the work environment is usually moderate.

Compensation

$45,500 - $50,270 annually

About Us

After School Matters is a Chicago-based nonprofit organization that annually offers after-school and summer programs to nearly 19,000 Chicago high school teens to explore and develop their talents while gaining critical skills that will set them up for success in college and beyond. Thirty-five years later, now known as After School Matters, our program has engaged more than 450,000 Chicago teens and is the nation’s largest and most successful provider of after-school and summer programs for high school teens. No other organization offers programs to high school students at the scale and quality that we do. We offer paid apprenticeships led by professionals in the fields of arts, communications and leadership, sports, and STEM (Science, Technology, Engineering, and Math). Our nationally respected youth development model has been replicated in cities across the country and earned us the City Livability Award from the U.S. Conference of Mayors. Programs take place at community locations throughout the city, including four ASM buildings: downtown at Gallery 37 Center for the Arts and Orleans, the Michael and Karyn Lutz Center inBelmont Cragin, and the Pullman community at Gately Park. Currently, After School Matters' annual operating budget is approximately $48M and employs approximately 500 staff across the organization. For more information, visit www.afterschoolmatters.org.

EEO: AfterSchool Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.