Program Initiatives Specialist

Summary of Position

Reporting to the Manager of Program Initiatives, the Temporary Full Time Program Initiatives Specialist will be responsible for a variety of logistical and administrative supports for special projects and events that are critical for the After School Matters’ Program Department. Acting as the liaison between After School Matters and the program providers and community partners, the Program Initiatives Specialist will communicate requirements, policy changes and other relevant information to ensure successful implementation of the special projects and events.

Based upon observations, the Program Supports Specialist will provide coaching to ensure teen and instructor readiness for high profile opportunities.

• Provide logistical and administrative support before, during, and after events, including preparing materials, organizing spaces, preparing teens, and facilitating stakeholder engagement.
• Take ownership of event logistics, from ordering supplies and coordinating room setups to troubleshooting issues and ensuring all requirements are met for successful program delivery.
• Interface with teens, instructors, funders, and partners to foster collaborative relationships and support the planning and execution of impactful events.
• Prepare and send formal correspondence for the Program Initiatives team.
• Visit programs and assist instructors with administrative questions and tasks.
• Develop and maintain relationships with program partners and instructors.
• Build and manage strong relationships with key partners, gradually taking on greater responsibility in overseeing and transitioning partnership management.
• Assist in developing and maintaining a master list of programs, instructors, and program providers to participate in special requests.
• Act as a troubleshooting expert in the areas of program implementation, logistics, and data collection.
• When requested, provide quality control over multiple programs from beginning to end and ensure timely completion with support from the Program teams as needed.
• Secure the appropriate tools and supplies for each program and work with the warehouse department to ensure delivery.
• Serve as a key point of contact between the Development, Events, and Programs departments, in addition to other internal teams, proactively sharing updates on program schedules, event logistics, and policy changes to ensure alignment and smooth execution across the organization.
• Understand key dates and initiatives across all branches and answer questions for parents or teens.
• Manage administrative systems such as Cityspan and Google Classroom to track attendance, enrollment, and program verifications, ensuring accurate and timely data entry.
• Prepare and send formal communications to stakeholders, including instructors, partners, and funders, to keep all parties informed and engaged.

• Independent instructors and program providers

• Excellent organizational skills; strong process orientation, problem solving and trouble‑shooting skills; a firm commitment to quality.
• Effective communication skills:
  Articulate in conveying information verbally and in writing.
• Proven ability to plan, execute, and oversee projects to successful completion.
• Skilled in developing and facilitating collaborative relationships and interacting with people at all levels.
• Demonstrate experience in managing multiple programs at one time, able to respond to requests quickly, willingness to be flexible, and able to work in a fast‑paced, high‑energy environment.
• Strong orientation to customer service (i.e., ASM staff and teens, corporate executives, community, and government leaders, etc.).
• Detail oriented and capable of meeting deadlines.
• Proficiency in MS Office applications required.
• Database management.
• Ability to exercise discretion and sound judgement.

• Bachelor’s degree required.
• 3+ years of experience in education, youth development, and/or nonprofits required.
• 1‑2 years of program event planning preferred.
• Commitment to the youth of Chicago.
• Evenings and weekends may be required.
• Cook County residency required.
  
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