The Role
Provides administrative and community support for After School Matters programs, serving as a liaison among branch staff, program providers, teens, families, and community partners. Responsibilities include managing communications, compliance follow-up, purchasing and reimbursements, recruitment events, inventories, sign-in and stipend support, meal documentation, data entry, and branch events. The role requires strong organization, communication, customer service, multitasking, and Microsoft Office skills.
Summary Generated by Built In
Summary of Position: The Program Assistant provides comprehensive administrative support to the After School Matters programs team within an assigned branch. As the liaison between the branch and program providers, as well as community 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.
Major Duties and Responsibilities:
Administrative Support:
Knowledge, Skills, and Abilities:
Compensation: $41,000 - $44,000 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.
ASM 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.
ASM offers 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 three ASM buildings: downtown at Gallery 37 Center for the Arts, the Michael and Karyn Lutz Center in Belmont 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.
EEO: After School 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.
Major Duties and Responsibilities:
Administrative Support:
- Serve as the first point of contact for all ASM guests, visitors, and inquiries; provide a welcoming environment
- Manage branch and building Google inbox, google classroom, answer phones, and send teen and parent/guardian communication emails
- 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 professional development opportunities
- Collect and monitor office 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, manage t-shirt distribution, teen badge distribution, manage cabinet storage inventory, and manage tech inventory (e.g., monitors, speakers, tablets)
- Oversee teen sign-in process, update rosters, and distribute badges
- Manage and track meal distribution for teens, including GCFD documentation and Link2Feed data entry
- Collaborate with cross-departmental teams to provide recruitment and application support
Knowledge, Skills, and Abilities:
- 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; Associate degree from an accredited college/university is preferred.
- Minimum 1-2 years administrative support experience is required
- Valid Driver’s License, insured transportation, and driving record that satisfies our Motor Vehicle Policy preferred
- Cook County residency required
- Medical, Dental, and Vision
- Medical and Dependent Care Flexible Spending Accounts
- Paid Parental Leave (PPL)
- 403B Retirement Plan
- Identity Theft, Legal, and Pet Insurance
- Paid Time Off (PTO), Paid Sick Time and paid national holidays
Compensation: $41,000 - $44,000 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.
ASM 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.
ASM offers 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 three ASM buildings: downtown at Gallery 37 Center for the Arts, the Michael and Karyn Lutz Center in Belmont 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.
EEO: After School 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.
Skills Required
- Minimum high school diploma or GED equivalent
- Associate degree from an accredited college or university
- 1–2 years of administrative support experience
- Valid driver's license, insured transportation, and driving record meeting the Motor Vehicle Policy
- Cook County residency
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The Company
What We Do
After School Matters is a Chicago nonprofit that provides teens with paid, out-of-school and summer learning opportunities to explore their interests and develop their talents. Its hands-on, project-based programs led by industry experts span the arts, communications and leadership, sports, and STEM. Delivered across Chicago, the programs help young people build skills and prepare for work, college, and beyond. Its programs run at schools and community sites across Chicago.
