Job Description for Project Coordinator Division: Executive Office Reports to: Chief of Staff Classification: Exempt Department: Executive Office Supervises: None Last Revised: 6/3/2015 After School Matters is a nonprofit organization that offers Chicago public high school teens high quality, out-of-school-time opportunities to explore and develop their talents, while gaining critical skills for work, college, and beyond. Our hands-on, project-based arts, science, sports, technology, and communications programs are delivered at Chicago public high schools, at community locations throughout the city, and downtown at Gallery 37 Center for the Arts. Summary of Position: Directed by the Chief of Staff, the Project Coordinator for the Executive Office is responsible for coordinating and implementing major projects, from inception to completion, for the Chief Executive Office, the Board Chair, the Board of Directors, and key partners and stakeholders. He or she must have excellent writing skills and the ability to use limited information to create detailed, written reports and other relevant documents. He or she must be able to research and generate creative ideas and solutions. The ideal candidate will be flexible and have the ability to work with other departments, and external partners with ease. He or she must be able to assume leadership and ensure projects are completed timely. Major Duties and Responsibilities: • • • • • • • • • Coordinate and attend internal meetings; establish and maintain internal and external contacts as necessary; Draft emails, letters and newsletters; Perform research on current issues that relate to After School Matters, providing source documentation and preparing reports; Lead special initiatives from goal-setting and planning to implementation; Coordinate project planning and implementation by assessing needs, setting goals, devising work plans and schedules, and fulfilling objectives; Track project deliverables using appropriate tools, providing direction and support to project team; Prepare records of project activities; oversee and ensure the timely processing in, and the delivery of, required materials; monitors and maintains records; Present reports defining project progress, problems and solutions to all levels of the organization, including the Executive team; Document and complete reports for all assigned projects, including lesson learned and recommendations; Job code: 43-9199 1 • • • • • • • Follow youth advocacy amongst stakeholders, including state legislatures and Illinois State Board of Education; support After School Matters yearlong advocacy plan; Collect and retain resources and innovations pertaining to the field of Youth Development; Create the materials for Board of Directors and, where appropriate, Committee meetings; Update the Board of Directors directory and other monthly, quarterly or annual materials; In partnership with the Chief of Staff and divisional Officers, coordinate Committee meetings and reporting out to the Chief of Staff and Chief Executive Officer; Initiate Alumni Group initiative, coordinating interdepartmental and external effort; and Other duties as assigned. Supervisory Responsibilities: • None Physical Demands: The physical demands listed below 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 lift up to 50 pounds occasionally. • Must be able to sit for long periods of time. Work Environment: The work environment characteristics described below 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: • Must fully comprehend the mechanics of project management (i.e., timeline, budget, procedures, and evaluation) and easily and comfortably assume leadership roles (e.g., ASM staff and teens, corporate executives, community and government leaders) • Excellent interpersonal, organizational, conceptual, analytical, written and oral communications skills • Exercises good judgment in prioritizing focus, events, meetings, projects, and approvals, and expediting processes as necessary • Strong problem solving and trouble-shooting skills, and a firm commitment to quality • Skilled in developing and facilitating collaborative relationships • Ability to multi-task and meet deadlines • Excellent Microsoft Office skills; ability to collect and maintain information as needed. Qualifications: • Bachelor’s degree • One year of office experience including or supplemented by project planning and implementation experience • 2+ years management of youth programs How to Apply: Send a Cover Letter and Resume to [email protected] Job code: 43-9199 2 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. Job code: 43-9199 3