Programs Project Assistant

at After School Matters in Chicago, Illinois, United States

Job Description

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 years later, now known as After School Matters, our program has engaged more than 350,000 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 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 $35M and employs approximately 500 staff across the organization.

For more information, visit

Summary of Position:

The Programs Project Assistant’s primary responsibility is to support Programs Operations Team’s duties and become an expert in the organizational processes and policies relevant to our scope of work. Daily responsibilities will include reviewing our customer service ticketing system and answering questions related to After School Matters’ teen application, teen dashboard, and program enrollment. Acting as the liaison between teens and the program branches, the Programs Project Assistant will analyze and communicate significant trends and propose process improvements. Also, the Programs Project Assistant will be responsible for updating Programs Operations training and informational documents and leading trainings for program staff and program providers.

Major Duties and Responsibilities:

Customer Service

+ Review requests and inquiries within After School Matters customer service ticketing system

+ Respond within reasonable time and close out tickets

+ Flag trends and make recommendations

+ Troubleshooting

Data Integrity and Technical Support

+ Use reports to complete manual updates in our system of operations

+ Run reports and flag incorrect or missing data and make the corrections needed

+ Special funding initiative support

+ Liaison between ASM and seasonal staff

+ Teen pay support and troubleshooting

+ Answer teen and instructor emails and calls regarding Google Classroom and Google Meet set up

+ Answer teen or parent inquiries regarding Google Classroom and Google Meet technical issues

+ Answer teen or parent inquiries regarding non-Google related technical issues

+ Create spreadsheets via exports from After School Matters system of operations

+ Create spreadsheets to import into Google Admin and After School Matters database

+ Assist in account creation for online learning software

+ Complete manual data entry when required

+ Create and house documents for communicating with external parties regarding customer service inquiries

+ Use City Span reports and reports provided by Teen Stipends to complete level 1 contact Us inquiries

Staff Training and Support

+ Prep and lead trainings for new program staff

+ Administrative Trainings: create content, update each session as needed, present on day of training

+ 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

+ Support with drafting the weekly Instructor newsletter

Supervisory Responsibilities:

+ None

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 for long periods of time.

+ Must be able to work at a computer for long periods of 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.

Knowledge, Skills and Abilities:??

+ Excellent verbal and written skills?

+ Customer service oriented?

+ Excellent interpersonal skills

+ Detail-oriented, organized

+ Data integrity

+ Analytical problem solver

+ Ability to shift between tasks frequently and maintain to-do lists to stay on top of multiple responsibilities and deadlines

+ Ability to follow through independently on tasks

+ Proficient with Microsoft Office applications?

+ Intermediate?Microsoft Excel skills preferred

+ Proficient knowledge?of G Suite including Google Classroom and Google Meet


+ 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.

+ Cook County residency required

+ Experience in using Cityspan database is a plus

+ Evenings and weekends required, and may change due to branch needs

Additional Requirements:

Staff are required to provide proof of COVID-19 Vaccination or have an approved medical or sincerely held religious beliefs exemption prior to starting employment. If a medical or sincerely held religious belief exemption is approved, weekly Polymerase Chain Reaction (PCR) testing is required part of any reasonable accommodation.

How to Apply:

Submit a cover letter and resume at:


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.

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Job Posting: JC258096653

Posted On: Apr 10, 2024

Updated On: Apr 24, 2024

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