Job Description for Project Coordinator


Job Description for Project Coordinator
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
Major Duties and Responsibilities:
Coordinate and attend internal meetings; establish and maintain internal and external contacts as
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
Job code: 43-9199
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
• 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.
• Bachelor’s degree
• One year of office experience including or supplemented by project planning and implementation
• 2+ years management of youth programs
How to Apply:
Send a Cover Letter and Resume to [email protected]
Job code: 43-9199
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

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