Seasonal Program Assistant - S​/SW

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, and 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.

Role Duration
:
Temporary, full‑time position starting January 2026 and ending May 16, 2026.

• 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 verification, Instructor 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 via Canva, manage t‑shirt distribution, teen badge distribution, cabinet storage inventory, and 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 Link2
  
  Feed data entry.
• Collaborate with cross‑departmental teams to provide recruitment and application support.

• 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 a driving record that satisfies our Motor Vehicle Policy preferred.
• Cook County residency required.

Pay
: $20 per hour.

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 400,000 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,…