Career Opportunities

Position Title: Events Intern
Division: External Affairs
Department: Development
Reports to: Events Manager
New or Revision Date: 4/17/2012
Supervises: None

SUMMARY OF POSITION:

The Events Intern will assist in the planning, production and execution of high-quality internal and external events in collaboration with donors, board members, partners, teens and staff. This position is part of a busy team that produces up to four major, high-profile fundraising events each year along with several smaller events throughout the year. These events may include, but are not limited to, the After School Matters Gala, After School Matters Citywide Showcase, staff holiday festivities and retreats, and teen performance auditions and rehearsals.

Major Duties and Responsibilities:

Assist on-site at fast-paced, high-profile fundraising events, as well as teen rehearsals, arts programs, staff events, and media appearances
Assist with complicated logistics for meetings, rehearsals and events including securing location, room set-up, audio/visual needs, food and beverage, etc.
Take on a variety of administrative projects and day to day tasks including large mailings, assembly projects, and maintenance of files
Maintain inventory of event department supplies, including equipment and materials at warehouse and other storage areas to ensure efficiency in the department
Coordinate the shipping of materials to and from events
Write and proofread documents and collateral materials
Assist with the design and ordering of collateral materials
Monitor progress of teens on a variety of projects (table art, performance, culinary, etc.), ensuring all necessary information and paperwork is distributed/collected in a timely manner
Assist with coordination of friends and family receptions, including invitations, ticketing, rsvp tracking, transportation, catering, etc.
Help with the solicitations of in-kind donations of food, beverages, etc.
Other duties as assigned

Knowledge, Skills and Abilities:

Excellent Microsoft Office skills
High degree of professionalism
Energetic team player with the ability to function independently, as well as in a collaborative environment
Ability to work in a fast-paced, high-pressure environment
Must be able to multi-task, meet deadlines, and shift priorities
Excellent interpersonal skills and a strong orientation to customer service
Excellent oral and written communication skills with a very strong attention to detail
Excellent organizational skills and problem solving abilities
Must be creative, imaginative and innovative
Demonstrated ability to work with teens and diverse populations

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 stand for long periods of time (especially at events)
Must be able to continuously walk and move during events
Must be able to sit for long periods of time
Must be able to lift up to 40 pounds on a regular basis

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, with the exception of outdoor events
The noise level in the work environment is usually moderate, with the exception of some events

Qualifications:

Some College
Proficiency in Microsoft Office applications
Basic database knowledge (The Raiser’s Edge) preferred
Flexibility to work evenings and weekends as needed
Residency within the city limits of Chicago

Position Title: Associate Director of Major Gifts
Division: External Affairs
Department: Development
Reports to: Vice President of Development
New or Revision Date: 04-06-12
Supervises: Stewardship & Research Administrator

SUMMARY OF POSITION:

The Associate Director of Major Gifts will secure support from individuals on behalf of After School Matters. S/he will manage all aspects of the process, including identification of prospects, cultivation of relationships and coordinating proposal development, writing, submission, and reporting. The Associate Director of Major Gifts will oversee internal systems related to these proposals, including maintaining moves management, supervising prospect strategies and timelines, coordinating deliverables and ensuring robust stewardship tracking process and participating in revenue projection/budgeting based on known opportunities. The Associate Director of Major Gifts will also manage and develop strategies for Advisory Board engagement and growth.

The Associate Director of Major Gifts will also oversee the research and stewardship efforts for After School Matters to ensure a robust and strategic approach to fundraising pipeline development. The Associate Director of Major Gifts supervises the Stewardship & Research Administrator.

Major Duties and Responsibilities:

Build relationships with current and potential prospects by conducting phone conversations and in-person meetings.
In coordination with the Vice President of Development oversee and manage the outreach and support of Advisory Board members.
Supervise one full-time Stewardship & Research Administrator.
Proactively identify, cultivate, and solicit, in collaboration with After School Matters leadership, individuals for support, event sponsorship, volunteer programs, and/or publicity.
Coordinate timely preparation of proposals and ensure that internal and external deadlines are effectively met.
Track information related to individual funding opportunities using existing systems. Maintain a moves management system to track prospect cultivation and stewardship.
Advise senior leadership and finance staff on individual revenue projection/budgeting based on known opportunities.
Ensure information related to fundraising strategies and activities, as well as other appropriate information related to individual donors/potential donors are entered into Raiser’s Edge database.
Maintain regular contact with internal and external constituencies, including External Affairs, Program Quality Division, Finance, members of executive management, donors, etc.
Lead research efforts related to industry trends and apply findings to plans and strategies.
Oversee the development and implementation of a robust stewardship strategy and plan.
Work with Stewardship & Research Administrator to produce high quality donor correspondence.
Facilitate strategic approach to research that benefits After School Matters across various constituencies.

Knowledge, Skills and Abilities:

Experience cultivating and closing major gifts, developing donor strategies and stewarding donors.
Ability to work with and communicate with a wide range of internal constituents including Board Members, senior management, program staff, finance, and volunteers.
Outstanding written and presentation skills to persuasively convey the mission of After School Matters to diverse constituencies.
Ability to function in a fast-paced, high volume, multi-faceted, results-oriented work environment and to analyze issues, identify priorities, manage projects and make decisions expeditiously.
Demonstrated strong analytical skills, including an ability to synthesize large amounts of information and to focus quickly on the essence of an issue. Strong commitment to producing measurable results.
Understanding of moves management and effective fundraising pipeline development.
Experience with research tools and developing donor research profiles.

Knowledge of Raiser’s Edge or another donor database preferred.

Supervisory Responsibilities:

Stewardship & Research Administrator

Physical Demands:

Must be able to sit for long periods of time

Work Environment:

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:

Bachelor’s degree from an accredited college or university or equivalent combination of work experience or training relevant to the job duties of this position
4+ years experience with donor identification, project-management, relationship-building, and fundraising experience; particularly with non-profit/community-based organizations or educational agencies.
Demonstrated success in a fast-paced environment where multi-tasking and priority-setting abilities are critical to success.
2 years of supervisory experience.
Chicago residency required.

Position Title: Payroll Analyst
Division: Operations
Department: Program Operations
Reports to: Director of Program Operations
New or Revision Date: 4/4/12
Supervises: None

SUMMARY OF POSITION:

The Payroll Analyst is responsible for carrying out all functions related to ensuring accurate payments are made to employees working directly with programs, such as independent instructors and campus liaisons. This requires directly assisting these employees in entering their time online, appropriately completing paperwork, and answering payroll-related questions. It will also require working with the Regional Teams as well as the Finance Department.

Major Duties and Responsibilities:

Enroll direct program employees in the payroll, and time and attendance systems
Ensure independent contractors understand how to use the time and attendance system and have appropriate access
Provide Regional Teams with access, training and support on approving their program employees’ time
Process time approved by Regional Teams
Report on payroll-related data as needed, including to invoice funders
Conduct verification of name and social security number with the Internal Revenue Service
Deactivate previous program employees as needed
Respond to all verifications of employment, including those from prior program participants
Support the Finance Department in coding payroll-related expenses and responding to audit requests
Maintain relationship with payroll processors
Access program databases for information, as needed
Troubleshoot any payroll-related issues that arise
Reissue lost/stolen checks as needed
Maintain organized electronic and paper files
Assist with teen award administration work as needed
Perform other duties as required to support and promote the efficient operation of the Program Operations Department
Other duties as assigned.

Knowledge, Skills and Abilities:

Energetic team player who works well in collaborative situations
Extensive knowledge of computer and database software (Word, Power Point, Excel, Access) within a Windows environment
Orientation to customer service
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
Respect for all levels of the organization and outside partners

Supervisory Responsibilities:

None

Physical Demands:

List physical demands (i.e. standing, sitting, lifting)
Must be able to sit for long periods of time

Work Environment:

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:

Bachelor’s degree preferred
2-4 years payroll-related experience
- Chicago residency is required

Position Title: Sports Instructor
Division: Program Quality
Department: Programs
Reports to: Program Specialist
New or Revision Date: 3/16/12
Supervises: N/A

SUMMARY OF POSITION:

The basic function of a Sports Instructor is to provide teens with an opportunity to actively participate in out-of-school time programs. As a service to teens, we expect instructors to deliver a high quality experience.

Major Duties and Responsibilities:

Work with the Chicago Park District Sports Program Specialist to implement a curriculum based sports program that will engage program participants.
Maintain a safe, engaging, and positive environment for program participants.
Teach apprentices how to create and implement a lesson plan.
Report all problems or concerns as well as any program updates to Chicago Park District & After School Matters Program Specialist in order to maintain consistent lines of communication throughout the program session.
Mentor apprentices and develop career readiness skills.
Supervise teens on program field trips.
Submit biweekly-lesson plans
Identify teen needs and interest
Ability to work in the out-of-school time hours
Other duties as assigned.

Knowledge, Skills and Abilities:

Knowledge of specific sports that may include but not limited to Volleyball, Football, Basketball, Baseball, Softball, Soccer, Fitness and Nutrition.
- Sports - Coaching and/or officiating certifications desirable
- Fitness and Nutrition - Personal training certification desirable
Ability to troubleshoot and solve issues that occur during the apprenticeship within a timely manner.
Excellent interpersonal skills; ability to provide mentorship, leadership and support to the needs of teens.
Understanding of youth development and coaching principles.
Knowledgeable in the organization and management for the classroom.
Computer knowledge.
Ability to multi-task and meet deadlines
Ability to work in a fast paced, high energy environment
Respect for all levels of the organization and outside partners
Energetic team player who works well in collaborative situations
Strong orientation to customer service

Supervisory Responsibilities:

None

Physical Demands:

Lifting up to 50 lbs
Must be able to stand for long periods of time

Work Environment:

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:

Bachelors degree
- 2-3 years management and youth programming experience
- Proficient in Windows Operating System and Microsoft Office (Word, PowerPoint, Excel)
- Proficiency in Spanish preferred
- Coaching and/or officiating certifications desirable

Position Title: Database Manager
Division: Operations
Department: Program Operations
Reports to: Director of Program Operations
New or Revision Date: 9/12/11
Supervises: 1 to 2 Program Operations staff

SUMMARY OF POSITION:

After School Matters contracts with Cityspan, Inc. for development and maintenance of program databases and their associated interfaces: Program and Participant Tracking System (PTS) and the Request for Proposals (RFP) System. The Database Manager ensures smooth operation of these systems. The Database Manager also prepares, maintains and distributes all Program Operations Department reporting, as well as reporting for the organization as a whole with respect to data available within the program databases.

Major Duties and Responsibilities:

Serve as project management lead for new development and required updates to the program databases.
Monitor program data entered into the PTS and the RFP system to ensure completion and accuracy.
Regularly perform testing to ensure that reports are accurately reflecting the data.
Work closely with vendor to research and resolve any issues experienced by users of the database.
Develop and maintain understanding of program structures, cycles and tasks.
Manage time line of when data needs to be entered into the PTS and the RFP system.
Ensure staff has proper access to program databases.
Maintain training documents, conduct training sessions and assist users in navigating/troubleshooting the systems.
Track system-related deadlines, monitor status of Regional Teams, and conduct targeted outreach to ensure successful completion of milestones.
Report any problems with system functionality, and monitor until resolved.
Compile and distribute reports for each program cycle and on an as-needed basis.
Liaise with After School Matters partners, such as the Chicago Allies for Youth Success, Chicago Public Schools, Chicago Park District, Department of Family and Support Services, Chicago Housing Authority and Chicago Public Library.
Assist in other tasks related to the efficiency of the Program Operations Department.

Knowledge, Skills and Abilities:

Strong understanding of database structures and processes.
Experience with report writing tools.
Successful project management experience.
Ability to collect and maintain information as needed.
Excellent organizational and problem-solving skills; Extremely detail-oriented.
Strong orientation to customer service.
Demonstrated experience leading and developing teams.
Excellent oral and written communication skills.
Ability to multi-task and meet deadlines in a fast-paced, high-energy environment.
Respect for all levels of the organization and outside partners.
Energetic team player who works well in collaborative situations.
Strong Internet and Microsoft Office skills.

Supervisory Responsibilities:

Supervise the Program Award Assistant ensuring he/she has data necessary from database to follow up on outstanding pieces.
Keep Program Award Assistant abreast of updates to the database functionality to support users.
Ensure Program Award Assistant is effectively recording outreach efforts and filing documents in an organized and secure fashion.
Review financial reports to ensure accuracy of coding related to program awards.
Oversee Program Award Assistant’s use of Payroll Databases.
Ensure Program Database is up to date with teen award data and feed data to Program Award Assistant as needed for processing of teen awards.

Physical Demands:

Must be able to work on a computer for long periods of time.
Must be able to sit for long periods of time.

Work Environment:

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:

Bachelor’s degree with at least 3 years related experience with computers and database management or equivalent combination of education and experience.
1 – 2 years supervisory experience.
Chicago residency required.

Position Title: Program Specialist
Division: Program Quality
Department: Programs
Reports to: Regional Program Director
New or Revision Date: 08.31.11
Supervises: Independent Instructors & Program Providers

SUMMARY OF POSITION:

The basic function of the Program Specialist position, which is part of each After School Matters regional team, is to facilitate and monitor After School Matters programs, within assigned regions/communities, implemented in collaboration with schools and community-based agencies.

Major Duties and Responsibilities:

Act as a day-to-day contact person with instructors and school staff for programs.
Develop and maintain relationships with program partners and instructors.
Recruit, hire and train all Liaisons, Instructors and program providers.
Review program provider applications through the After School Matters on-line application system.
Provide management and leadership to programs.
Secure the appropriate tools and supplies for each program.
Refine program budgets and submit to Regional Program Director for approval.
Plan, schedule and organize all assigned campus and community meetings.
Work closely with all program providers to assist with effective recruitment and retention strategies.
Ensure all assigned programs meet all After School Matters program compliance measures.
Conduct regular program site visits including at least two programmatic observations per program.
Address quality and logistical issues directly with independent instructors and community based organizations.
Maintain program database insuring the completion of all program observations, impact statements, career readiness scoring, instructor reports, instructor surveys and teen surveys.
Write monthly programmatic reports, provide program highlights and make recommendations based on findings.
Identify teen needs and interest.
Other duties as assigned.

Knowledge, Skills and Abilities:

Excellent interpersonal skills.
Skilled in developing and facilitating collaborative relationships.
Demonstrated experience leading and developing teams.
Excellent organizational skills and problem solving abilities.
Excellent oral and written communication skills.
Excellent Microsoft Office skills; ability to collect and maintain information as needed.
Demonstrated experience in project management.
Ability to multi-task and meet deadlines.
Ability to work in a fast paced, high energy environment.
Respect for all levels of the organization and outside partners.
Energetic team player who works well in collaborative situations.
Strong orientation to customer service.

Supervisory Responsibilities:

Independent instructors and program providers

Physical Demands:

Lifting up to 50 lbs.
Must be able to sit for long periods of time.

Work Environment:

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:

Bachelors degree
2-3 years management and youth programming experience.
Proficiency in Spanish preferred.
Valid Illinois Drivers License and insured transportation required.
Chicago residency required.

Position Title: Director of Development
Division: External Affairs
Department: Development
Reports to: Chief Executive Officer
New or Revision Date: 05-15-12
Supervises: Development, Events Department & Retail Store

SUMMARY OF POSITION:

The Director of Development will design, manage, and measure comprehensive plans for major and annual giving fundraising across corporations, foundations and individuals; coordinate large scale fundraising events as well as smaller identification and cultivation events to increase unrestricted funding. Lead a team of staff to strategically implement best practices in database management, stewardship, research and special projects. S/he will also develop strategies to increase exposure and sales for the After School Matters Retail Store and help ensure it become a premier destination point for Chicago residents and visitors. Reporting to the Chief Executive Officer, the Director of Development will strategize and manage all revenue-generating and stewardship activities. S/he will direct all solicitation activities of the organization and will provide fundraising advice and council to Board Members, the Chief Executive Officer.

Major Duties and Responsibilities:

Create and implement development plans and goals that align with and support After School Matters’ current operational budget and future growth strategies.
Strategize and implement the institution’s major gifts, annual giving, unrestricted and restricted programs as a component of After School Matters’ total development goals.
Personally participate in direct solicitations and appeals. Maintain a portfolio of prospects and develop and execute strategies for engagement and solicitation.
Work closely with the Chief Executive Officer, and Board Members to implement personal cultivation and solicitation strategies for high-level donors.
Strategize, implement and oversee coordinated solicitations to individuals, corporations, and foundations that have the means to give from many sources, including associated foundations, donor-advised funds, and corporate giving programs, as well as interests in many types of giving, including outright giving and event giving.
Lead research efforts related to industry trends and apply findings to plans and strategies.
Create and implement robust stewardship strategies to ensure proper donor communications as well as identifying and cultivating new funding prospects.
Create the overall development department plans and calendar of activities.
Oversee the creation of appropriate, clear, targeted written proposals.
Develop fundraising strategies for the annual Gala and Citywide Showcase with the Chief Executive Officer, and events staff. Work with Event & Corporate Relations staff to ensure appropriate level of donor exposure and placement at events.
Oversee the execution and implementation of highly personalized acknowledgement letters, gift receipts and stewardship reports.
Manage the production of communications to donors and prospects.
Lead quarterly revenue meetings attended by the Chief Executive Office, and senior staff, presenting updates on development goals, and strategies to meet the budget.
Serve as the primary development liaison with Board Committees.
Prepare Development Committee reports and presentations.
Manage a Development team of up to fourteen staff, when fully staffed.
Manage the department budget, including analytical reporting and income forecasting.
Provide consistent team leadership to the Development team and serve on the organization’s Leadership Team to facilitate cross-departmental cooperation and communication.
Develop and implement robust strategies to ensure the After School Matters Retail Store is a premier destination point for Chicago residents and visitors.
Maintain regular contact with internal and external stakeholders, including the organization’s executive team, as well as staff in the Program Quality and Operations Divisions. External stakeholders include the organization’s Partners, Board Members, Board Development Committee, members of executive management, donors, etc.
Develop and prepare reports related to giving trends, activities, and opportunities.
Plan and lead site visits with potential and current donors. Work with Development Staff, Program Quality Staff, and other organizational leaders to ensure tour success from start to finish and post-tour follow-up.
Oversee the management and use of Raiser’s Edge. Use Raiser’s Edge to produce donor reports, event reports, and mailing lists.
Assist with other projects as necessary.

Knowledge, Skills and Abilities:

Ability to collaborate with a wide range of internal constituents including Board Members, executive team, program and operations staff, and volunteers.
Outstanding written and presentation skills to persuasively convey the mission of After School Matters to diverse constituencies.
Ability to apply a sophisticated knowledge of fundraising to support an ambitious long-term strategy for expansion and growth.
Excellent knowledge of the current philanthropic climate with a focus on the Chicago area.
Demonstrated commitment to accountability and a results-oriented culture.
Ability to easily and comfortably assume a leadership role.
Exceptional leadership skills with the ability to build a team approach to fundraising.
Strong planning and analytical skills.
Familiarity with The Raiser’s Edge software.
Highly organized and able to work on multiple tasks with specific time frames and shifting priorities.
Ability to work in a fast-paced, high-energy environment.
Sound judgment, professionalism, and enthusiasm.

Supervisory Responsibilities:

Development, Events and Retail Store

Physical Demands:

Must be able to sit for long periods of time

Work Environment:

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:

B.A. or equivalent combination of training and experience relevant to the job duties. Advanced degree preferred
A minimum of five to seven years of successful experience in development.
A minimum of three to five years of successful Collaboration with program teams
Experience cultivating and closing major gifts, developing donor strategies, and stewarding donors.
Experience with the management of development professionals.
Demonstrated self-starter with a high level of initiative to create and implement plans.
Chicago residency required.

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