Programs Project Coordinator

After School Matters is a Chicago-based nonprofit that annually offers after-school and summer programs to nearly 19,000 Chicago high school teens, helping them explore and develop their talents while gaining critical skills for future success.

About the role

This full-time Programs Project Coordinator will work closely with the Programs Project Manager and Program Implementation Manager to prepare comprehensive action plans, including resources and timeframes. You will coordinate tasks, complete administrative duties, and collaborate with a variety of stakeholders—full-time staff, program providers, teens, and parents—to deliver results on deadlines and provide great customer service.

Responsibilities

• Create and maintain templates, technical guides, and resources used by central office staff, providers, and teens on topics such as recruitment, enrollment, enhancement requests, and program compliance.
• Support the Programs Project Manager with operational projects, including the renewal application process and programmatic pilots.
• Coordinate project management activities, resources, equipment, and information; monitor project progress and handle issues as they arise.
• Participate in cross-departmental and programmatic committees.
• Create Excel spreadsheets via exports from the After School Matters database, Cityspan; complete manual data entry when required.
• Flag issues (budget, personnel, deadlines, etc.) and report to the Project Manager; propose solutions for approval and implementation.
• Coordinate with task assignees, provide feedback, and offer support where needed.
• Populate and maintain project dashboards and team documentation.
• Assist the Programs Project Manager in improving and optimizing project workflows; ensure awareness of all tasks and current status.
• Send organization-wide communications to central office staff, program providers, and teens regarding key processes.
• Oversee teen and instructor support inboxes regarding the ASM Teen Application, program selection, Google Classroom and Google Meets setup, teen pay, and other requests via Zendesk. Respond within a reasonable time and close out tickets; flag trends and make recommendations.
• Provide technical assistance related to Cityspan, Google Classroom, and Google Meets; troubleshoot issues.
• Coordinate, prepare, and lead trainings for new program staff, including creating and updating content for Administrative Trainings and presenting on the day of training.
• Take the 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 occasionally to present on Operations Team projects and collect feedback.
• Support with updating the fiscal year timeline dates.
• Perform other duties as assigned.

Requirements

• College degree required or 4 years of professional experience.
• Experience with technical support preferred.

Skills

• Excellent interpersonal skills and ability to develop collaborative relationships.
• Detail-oriented, organized, and customer service-oriented.
• Analytical problem solver with rigorous attention to detail.
• Clear and effective communication, both verbal and written.
• Proactive and collaborative in responding to issues.
• Superior multitasking and prioritization skills.
• Interest in learning and development.
• Proficient with Microsoft Office applications; intermediate Microsoft Excel skills preferred.
• Ability to work independently and in a team.
• Experience with technical troubleshooting or application development a plus.

Pay

$45,500 - $50,270 annually

Work Environment

• Primarily office-based; not exposed to weather conditions.
• Moderate noise level.
• Must be able to sit and work at a computer for long periods of time.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.