ASM: Program Operations Assistant

AFTER SCHOOL MATTERS CAREER OPPORTUNITIES

http://www.afterschoolmatters.org/about/careers/career-opportunities#program-operations-assistant

Job Title: Program Operations Assistant
Classification: Non-Exempt
Division: Operations
Department: Program Operations
Reports to: Director of Program Operations
New or Revision Date: June 22, 2011
Supervises: no individuals

SUMMARY OF POSITION:

The Program Operations Assistant is responsible for carrying out all operational functions required for the successful delivery of programs. Such operational tasks include—but are not limited to—contracting with program providers, supporting processes related to program supply and equipment purchasing and distribution, issuing payments for services to program providers, and awarding stipends to teen program participants.

Major Duties and Responsibilities:

Program Budgeting

• Prepare tool to be used by program staff for submission of program budgets and provide support as needed
• Conduct quality control of program budgets and revisions prepared by program staff
• Send budget revisions to program providers upon request by program staff

Program Contracting

• Compile contract packets and distribute to program providers
• Track submission of contract packets and follow up with providers regarding missing/incorrect items
• Support the background check clearance process for Instructors
• Coordinate support from program staff with document submission issues when necessary

Purchasing and Warehouse

• Provide Purchasing Manager and Warehouse Staff with budgets containing itemized list of supplies and equipment for each program
• Create and manage spreadsheet of program supplies/equipment on back order
• Log and track packing slips

Other Department-Specific Duties

• Facilitate communication between program staff and the Program Operations Department
• Support all communications between the Program Operations Department and program providers, including instructors and liaisons
• Provide technical support to users of the following online systems: payroll time and attendance, request for proposals for programs, and program and participant tracking system
• Sort and distribute teen award checks
• Perform related duties as required to support and promote the efficient operation of the Program Operations Department and After School Matters as a whole

Knowledge, Skills and Abilities:

• Energetic team player who works well in collaborative situations
• Proficient in Microsoft Office Products (Word, Power Point, Excel)
• Excellent oral and written communication skills
• Ability to multitask and meet deadlines
• Highly organized and extremely detail oriented
• Excellent problem solving abilities
• Ability to work independently and with a diverse group of organizations and individuals in a fast paced, high energy environment
• City of Chicago residency required

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 on 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.

Qualifications:

• Associate’s or Bachelor’s degree and 3-5 years of related experience
• Demonstrated experience in the administrative services field with an emphasis on customer service (2-4 years)
• Chicago Residency a must