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, STEM, sports, technology, and communications & leadership programs are delivered at Chicago public high schools, Chicago Park Districts, community locations throughout the city, Gallery 37 Center for the Arts, 66 E. Randolph and the Michael and Karyn Lutz Center, 3435 North Cicero.
Summary of Position:
The Program Quality and Compliance Specialist, integral to ensuring efficient operations for the Program Quality and Compliance department, provides high quality administrative and project support. They are responsible for tracking, monitoring, follow-up, generating reports, and creating Executive briefs/reports related to compliance and program quality operations for the successful delivery of programs. Such operational tasks include—but are not limited to—tracking attendance, enrollment, incident reports and other End of Session data metrics, conducting compliance assessments, providing technical support for liaisons and providers, and when appropriate, assist in training. They must be an effective communicator, knowledgeable about After School Matters and its processes and able to address key customer (teens, parents, providers, each PQC unit and other ASM staff) concerns timely, especially during height of programs.
The Program Quality and Compliance Specialist also acts as the administrative support for the Chief Program Quality and Compliance Officer ensuring the smooth operation of the Officer’s and the Quality and Compliance department activities.
Major Duties and Responsibilities:
Provide administrative support for the Chief Program Quality and Compliance Officer and the department, including typing, editing and finalizing documents, schedule maintenance;
Complete check requisitions and track accordingly;
Maintain general organizational filing;
Greet visitors and direct them to appropriate staff;
Provide telephone coverage for external calls for the Chief Program Quality and Compliance Officer and act as back-up for calls received in the Executive Office;
Provide back-up for the receptionist in the Cultural Center;
Prepare and send formal correspondences in a timely and professional manner;
Organize meetings, conference calls, and required agenda and materials;
Attend formal meetings, record and organize notes, and recap action items in writing to all parties involved;
Produce accurate, proofread, grammatically correct, properly formatted, typed documents under normal/tight time constraints;
Assist in attendance, enrollment audits and other compliance protocols;
Generate historical, comparative reports from Cityspan and other databases and resources;
Respond to community provider’s, instructor’s, and liaison’s questions re: compliance and processes;
Act as key staff for the request for proposal and teen application hotline and email;
Respond to teen application and request for proposal inquiries;
Communicate compliance metrics and general information to internal employees and external contacts via e-mail and telephone;
Track and monitor closure of incident reports
Staff community advisory council
Prepare pre-assessment data and conduct offsite compliance assessments;
Create school-specific ASM program snapshot for CPS principals using various reports, analyzing program data, and mail-merging them into a template
Conduct one on one introductory meetings with new liaisons, including review of outstanding paperwork, instructions on navigating Cityspan, After School Matters policies, etc.;
Provide technical support to users of the following systems: Cityspan, request for proposal process, application process, compliance assessments and other special projects;
Visit programs and report back on observations re: attendance, enrollment and compare entry found in Cityspan;
Coordinate with the contracting, finance and program departments to collect data and/or general information re: organizations and employee instructors for reporting purposes;
Collaborate with Research and Development to track and monitor submission of attendance, enrollment and other compliance metrics;
Assist in the development of technical support options (webinars, manuals, toolkits, etc.) that will be essential to improve quality and compliance of programs
Collaborate with the Senior Program Quality and Compliance Manager to ensure key interdepartmental projects are completed and benchmarks are communicated;
On a scheduled basis, communicate attendance and other compliance requirements to the program staff and providers;
Identify trends and potential improvements to existing compliance requirements by reviewing and analyzing data;
Facilitate communication between program staff and the Program Quality and Compliance department;
Complete special projects as assigned;
Perform related duties as required to support and promote the efficient operation of the Program Quality and Compliance department and After School Matters as a whole; and
Other duties as assigned
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 work on a computer for long periods of time.
Must be able to sit for long periods of time.
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.
Knowledge, Skills and Abilities:
Energetic team player who works well in collaborative situations
Highly proficient in Microsoft Office Products (Excel, Word, Power Point,)
Excellent oral and written communication skills
Ability to multitask and meet deadlines
Highly organized and extremely detail-oriented
Excellent solution-finding abilities
Appropriate handling of confidential information
Ability to work independently and with a diverse group of organizations and individuals in a fast- paced, high-energy environment
Bachelor’s degree required and 3-5 years of related experience
Demonstrated experience in the administrative services field with an emphasis on customer service (2-4 years)
Cook County residency required
How to Apply:
Send a Cover Letter and Resume to https://afterschoolmatters.applytojob.com/apply
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.
About After School Matters
After School Matters provides Chicago high school teens with high quality, out-of-school time opportunities to explore and develop their talents while gaining critical skills for work, college and beyond. Since 1991, more than 200,000 teens have participated in our hands-on, project-based after-school and summer programs in the arts, communications and leadership, STEM and sports. Programs take place at locations throughout the city including Chicago public high schools, Chicago Park District and Chicago Public Library locations, community-based organizations, The Michael and Karyn Lutz Center for After School Matters in the Belmont Cragin neighborhood and Gallery 37 Center for the Arts downtown.