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Events and Special Projects Coordinator At After School Matters

Location: Chicago, Illinois

Job Description

After School Matters provides Chicago high school teens with high quality, after-school and summer 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, sports and STEM (Science, Technology, Engineering and Math). Programs take place at locations throughout the city including Chicago public high schools, Chicago Park District and Chicago Public Library locations, community organizations, downtown at the Gallery 37 Center for the Arts and in Belmont Cragin at our new Michael and Karyn Lutz Center for After School Matters. For more information, visit www.afterschoolmatters.org.


Summary of Position:

The Events & Special Projects Coordinator will serve as the main point-of-contact between the Events Department and After School Matters Program staff, instructors, teens and vendors, clearly communicating event related needs and expectations on behalf of the department. This includes planning, producing, promoting and executing high-quality internal and external events in collaboration with donors, volunteers, partners, teens and staff. These events include, but are not limited to volunteer workshops, Summer Teen Cuisine, Team ASM events, Associate Board events, donor cultivation and stewardship events, and staff events. The Events & Special Projects Coordinator will also play a crucial role in the execution of the Annual Gala.


Major Duties and Responsibilities:

  • Manage logistical details and facility requirements for meetings, rehearsals and events including securing location, room set-up, audio/visual needs, food and beverage, etc.
  • Coordinate on-site at fast-paced high-profile events, including providing direction for staff, instructors, volunteers, vendors and teens as needed including event set-up and tear-down.
  • Create and submit detailed RFPs to new and current vendors and maintain relationships with current vendors.
  • Compose widely distributed and detailed event proposals, timelines, event plans, staffing plans, production schedule, floor plans, post-event budgets and attendance reports.
  • Write, edit and produce documents and collateral materials for events as needed.
  • In conjunction with the Communications Team, develop electronic communications such as save the dates, invitations, RSVP reminders, event confirmations and follow up emails.
  • Lead the planning and execution of Summer Teen Cuisine and Shop, Jingle, Mingle events.
  • Work with the Senior Manager, Development to manage and grow the Volunteer Program which involves executing 20-30 volunteer events per program cycle (summer, fall and spring), including scheduling, location logistics, transportation, staff coverage, and trouble shooting.
  • Design and maintain an annual internal organizational calendar of volunteer opportunities including assisting in identifying key volunteer positions and supporting departments in drafting detailed volunteer job descriptions. This includes volunteers for events and specific program opportunities.
  • Communicate with the staff and program instructors about the volunteer groups, and serve as the main point of contact at After School Matters for volunteers.
  • Identify and solicit new opportunities for In-Kind donations, secure In-Kind donations for meetings, rehearsals, events, and administrative purposes, and maintain relationships with In-Kind donors to increase value of donations and benefit to ASM.
  • Serve as Events team lead with Team ASM and assist Senior Manager, Development with related duties as assigned.
  • Collaborate with internal and external constituencies, including Development, Communications, volunteers, donors, vendors, program instructors, and teen program participants.
  • Serve as point-of-contact between the Events Team and After School Matters Program staff, instructors, teens and vendors. Work closely with programs to clearly communicate event related needs and expectations on behalf of the department.
  • Track event expenses and work alongside the Finance Department on budget reconciliation.
  • Maintain the Events Team supply inventory, maximizing resources, and placing orders for new materials when needed.
  • Manage events and volunteer module and maintain donor/volunteer records and notes in Raisers Edge database.
  • Other duties as assigned.

Supervisory Responsibilities:

  • N/A

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 move, lift, carry, push, pull, and place objects weighing 40 pounds or more without assistance.
  • Must be able to stand for long periods of time during events.

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 occasionally exposed to weather conditions.
  • The noise level in the work environment is usually moderate.

Knowledge, Skills and Abilities:

  • Excellent written and oral communication skills; must be able to independently write professional, error free correspondence.
  • Superior interpersonal skills and ability to provide excellent customer service to all guests, clients, and vendors.
  • Must be able to work in a fast-paced, high-energy environment and manage emergent issues. Possess a high level of energy and be self-motivated.
  • Strong analytical, critical thinking, and problem-solving skills.
  • Must be able to multi-task, meet deadlines, and demonstrate flexibility when workload or priorities change.
  • Strong customer service orientation.
  • Strong public speaking skills; ability to engage volunteers from across the spectrum including corporations, colleges and universities, sports teams, religious and community organizations.
  • Detail oriented with strong project management skills
  • Demonstrated ability to work with diverse populations.
  • Knowledge of and ability to utilize a variety of databases—specifically, Constant Contact and Raisers Edge.

Qualifications:

  • Bachelor's degree is required.
  • Minimum 2 years of event planning and/or volunteer management experience.
  • Experience with Windows software (Word, Excel, PowerPoint, Outlook, etc.).
  • Experience with Raiser's Edge is a plus.
  • Experience with Constant Contact is a plus.
  • Must be willing to work occasional nights and weekends during peak periods.
  • Cook County residency required.

How to Apply:

Submit a cover letter and resume at http://afterschoolmatters.applytojob.com/apply


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.