*PART TIME* Program Assistant, Volunteers of America - Chicago, IL

Title: Program Assistant

Type: Part-time, in-person

Location: Chicago, IL

Pay: $17-20.40/hour

Under the immediate supervision of the Director or Resident and Clinical Services or designee, the Program Assistant is responsible for coordinating office and program services and performing a variety of tasks including clerical functions to ensure the effective and efficient functioning of the office and program.

Apply here.

Program Assistant, TSA (DHS) - Chicago, IL

 

• Open & closing dates

   11/08/2024 to 11/18/2024

  This job will close when we have received 150 applications which may be sooner than the closing date. Learn more

• Salary

  $44,180 - $87,024 per year

  Salary range listed includes Locality Pay of 30.41%.

• Pay scale & grade

  SV D - F

•  Help

  Location

  2 vacancies in the following location:

  • Chicago, IL

• Remote job

  No

• Telework eligible

  Yes—as determined by the agency policy.

• Travel Required

  Not required

• Relocation expenses reimbursed

  No

• Appointment type

  Permanent

• Work schedule

  Full-time

• Duties

  This Program Assistant position is located in the Chicago Field Office, Field Operations Division, Law Enforcement/Federal Air Marshal Service (LE/FAMS), Transportation Security Administration (TSA), Department of Homeland Security (DHS). If selected for this position, you will serve as a Program Assistant and Point of Contact (POC) responsible for providing overall operational support on general administrative and program issues regarding policies, procedures, and requirements governing office operations. Duties include, but are not limited to:

  • Provides general support to the Administrative Unit.
  • Performs data entry where appropriate with a high level of accuracy, and little or no supervision. Initiating personnel actions for employee awards, promotions, reassignments, demotions, etc.
  • Maintains a purchase card for supplies, materials, professional development classes, etc. Assisting with the budget by running reports from financial system and updating a record keeping workbook.
  • Processes time and attendance for the field office by entering leave and payroll data into the time and attendance database.
  • Serves as a custodian for the field office government vehicles; tracks information, log-in books, and vehicle maintenance; tracks/managing government fleet credit card.
  • Serves as Workers Compensation Coordinator (WCC); uploads and maintains claim records, etc. with the Department of Labor/Office of Workers Compensation.
  • Serves as the travel regulations and policies POC; verifies and certifies all travel authorizations and vouchers in the government travel system, ensures that all travelers get reimbursed; and handles all travel arrangements for the Supervisory Air Marshal in Charge (SAC).
  • Maintains files, records, schedules and calendars for assigned squads within the field office such as Employee Performance Files (EPFs), administrative files, and physical/stress exams, recording TSA Online Learning Center training courses, etc.
  • Updates specific squad rosters, and other FAM contact information.

  The major duties described above reflect the full performance level of this position. Typically, the lower pay bands (D and E Bands) perform the same duties but will receive more guidance and training; and/or projects/work assignments may be less complex.

  Requirements

  Conditions of Employment

  1. You must possess U.S. Citizenship or be a U.S. National.
  2. You must have reached the minimum age (18) at the time of application.
  3. You must complete a favorable Background Investigation (BI).
  4. Selective Service registration is required.
  5. Must be able to obtain and maintain a Secret Clearance.
  If you fail to meet the conditions of employment or any other pre-employment requirements, such as missing any of the scheduled appointments, the hiring agency may rescind their tentative offer of employment.
  
  Applying to this announcement certifies that you give permission for TSA to share your application with others in DHS for similar positions.
  
  Any offers of employment made pursuant to this announcement will be consistent with all applicable authorities, including Presidential Memoranda, Executive Orders, interpretive U.S. Office of Management and Budget (OMB) and U.S. Office of Personnel Management (OPM) guidance, and Office of Management and Budget plans and policies concerning hiring. These authorities are subject to change.

  Resumes must include the following:

  1. Narrative description of duties with start and end dates (including the month and year) for work experience.
  2. State the number of hours worked in a position (i.e. full-time or part-time). If part-time, state the total number of hours worked per week.
  3. Performance level (i.e. band or grade)

  Utilizing the USAJOBS Resume Builder and completing all available fields is strongly encouraged.
  
  You must meet the qualification requirements for this position no later than the closing date of the vacancy announcement.

LEARN MORE/APPLY HERE!!

Program Assistant (Safety & Justice), LISC - Remote

 ABOUT SAFETY & JUSTICE

LISC Safety & Justice is a national program with a crime and violence reduction approach that focuses on high crime places – neighborhoods and the specific streets or intersections where crime is a serious problem. We bring together partners that view local crime challenges with their own unique perspectives as part of a local safety alliance. Collaboratively, these partners share data, information, and resources to create a tailored crime and violence reduction strategy utilizing community assets to advance sustainable efforts that make communities resilient and safe.

Our team members are passionate about and committed to community-driven and community-led approaches. We provide customized Training & Technical Assistance (TTA) across the country to stakeholders enhancing community justice through alternatives to incarceration, promoting healthy and equitable community development, and addressing the impacts of trauma. We provide financial and skill building resources for programs to keep young people from getting ensnared in the criminal legal system and initiatives to support people returning from incarceration. We help create safe spaces through place-based strategies that build community while increasing safety. Safety & Justice team members work directly with small- and medium-sized nonprofits, with local governments, and lead technical assistance efforts for several U.S. Department of Justice’s programs.

 ABOUT THIS ROLE

The Program Assistant is a critical role that offers an exciting opportunity to join a talented team dedicated to working to support communities across the country in advancing equitable public safety and community development initiatives. This position serves as the point of contact for a range of administrative and program delivery functions to ensure the efficient operation of the Safety & Justice team. The ideal candidate will be a collaborative and organized professional who will support consultant and grant contract administration; tracking, monitoring, and reporting across a diverse funding portfolio; reviewing and processing invoices and disbursements. The Program Assistant will work closely with all Safety & Justice colleagues and often engage with other LISC departments and external partners.

RESPONSIBILITIES:  

• Work closely with colleagues across the team to administer federal, state, local, and private pass-through funding to include reviewing and understanding funder agreements, helping structure subgrant awards, and preparing reports to track funding outputs and outcomes
• In partnership with colleagues across the team, assist with various finance and accounts payable functions such as reviewing and processing financial reports, invoices/disbursements, office supply/event orders, expense reports, and corporate credit card statements
• Serve as a point of contact for vendors, including setting up vendor profiles, structuring deliverable schedules, processing invoices/disbursements, and tracking payment status
• Work closely with colleagues to respond to needs from operational supporting teams such as finance, accounting and grants and contracts management, often working directly with those internal teams.
• Manage the Safety & Justice calendar, including scheduling meetings and coordinating travel arrangements
• Manage logistics for internal and external meetings, including scheduling, venue arrangements, and material distribution
• Prepare and organize materials for meetings, presentations, and conferences, including developing agendas and maintaining minutes
• Assist in drafting and proofreading contracts, funding proposals, and other materials
• Administer, track, and update partner impact reports and communication materials used to promote community safety programming
• Manage special projects, involving research, data analysis, or coordination with other LISC departments
• Utilize web-based applications for project management, file organization, and communication with internal and external partners
• Participate in National LISC meetings and external events as required
• Assist Safety & Justice team members with coordinating and providing logistical support for internal and external presentations such as webinars and trainings.
• Perform other related duties as assigned

Preferred Competencies 

• Adaptability: Ability to adjust to changing conditions, procedures, and priorities.
• Communication: Listens, speaks, and writes effectively to build meaningful relationships with team members and partners, and to convey information for the needs of the target audience.
• Detail Orientation: Ensures that information is complete and accurate. Able to deliver high-quality, accurate work.
• Organization: Ability to design, apply, and maintain efficient systems for tracking time, tasks, resources, and other information.
• Relationship Building: Develops positive relationships and works well team members and partners from diverse backgrounds.
• Strategic Thinking: Ability to introduce ideas and approaches that align with organizational objectives.
• Time Management: Ability to work simultaneously on multiple projects and prioritize tasks to meet deadlines. 

QUALIFICATIONS:  

Required

• Minimum two (2) years of professional administrative experience preferred; degree may substitute up to two (2) years’ experience
• Strong communication and relationship management skills for interacting with colleagues, subject matter experts, and other stakeholders
• Experience analyzing and organizing quantitative data, including financial data
• Ability to work simultaneously on multiple tasks and projects and execute deliverables with accuracy
• Demonstrated ability to work both independently and in a team environment
• Proficiency in Microsoft Office Suite
• Comfortable learning new technology and software
• Available for periodic travel to NYC office and national meetings

Preferred

• Associate’s or Bachelor’s Degreefrom an accredited college or university or relevant work experience
• Demonstrated work in business administration, criminal justice, community development, public administration, public health, or a related field
• Familiarity with Box, Certify, FormAssembly, NetSuite, Salesforce, and Zoom

 COMPENSATION: 

LISC offers a competitive salary ($47,600 - $59,500) commensurate with experience and location and an excellent benefits package.

Learn more about benefits & APPLY here!

Program Assistant - Institute for Sustainable Communities

 ISC seeks a dynamic Program Assistant who demonstrates the ability to perform responsibilities using an equity lens—understanding and working with diverse partners and stakeholders and supporting multifaceted projects. The successful candidate is motivated and energetic and enjoys working in a fast-paced environment as a member of a dynamic team of professionals. The Program Assistant provides administrative, logistical, project management, and programmatic support for the U.S. Program team, working on climate solutions through programs designed to advance equitable outcomes across the United States.

Program Assistant:

ISC seeks a dynamic Program Assistant who demonstrates the ability to perform responsibilities using an equity lens—understanding and working with diverse partners and stakeholders and supporting multifaceted projects. The successful candidate is motivated and energetic and enjoys working in a fast-paced environment as a member of a dynamic team of professionals. The Program Assistant provides administrative, logistical, project management, and programmatic support for the U.S. Program team, working on climate solutions through programs designed to advance equitable outcomes across the United States. 

What You’ll Do:

• Support developing, implementing, and maintaining project management systems and processes.
• Responsible for maintaining organized and up-to-date program files and documentation
• Support the development and implementation of project work plans, timelines, and other support materials 
• Provide administrative support to the US Programs Team, such as calendaring, preparing, and developing meeting materials. 
• Prepare meeting agendas, take meeting notes or minutes, share meeting summaries with stakeholders, and follow up on action items.

What You’ll Bring:

• Minimum two years of experience providing administrative or program support to a nonprofit organization, with specific experience in a climate or environmental organization
• Bachelor’s degree or equivalent experience.
• Experience administering government-funded projects
• Strong organizational and administrative skills reflect customer service focus and attention to detail. 
• Strong collaboration skills.
• Experience effectively designing and maintaining project management tools.
• Excellent oral and written communication skills.
• Ability to manage multiple priorities and competing deadlines.
• Ability to work both independently and collaboratively in a remote environment.
• Proficiency in using Microsoft Office and Google Workspace.
• Experience using project management systems such as Asana.
• Demonstrated commitment to diversity, equity, and inclusion.
• Commitment to the ISC mission, values, and goals.

This position will work from a fully virtual/home office which requires prolonged periods of sitting at a desk and working on computer and video platforms Some domestic travel may be required up to10% of the time.

Benefits

• The salary range for this role is $51,064 - $60,000. We identify where the candidate falls within this range, based on many factors including experience and qualifications. 
• We offer a friendly, open work environment, excellent benefits and the opportunity to make a difference in communities around the world.
• Benefits for eligible US-based staff include:
• Generous Paid Time Off and Paid Holidays
• Medical Plan with Health Reimbursement Account with company contribution 
• Dental & Vision Plan, 100% paid for employee and family members
• Flexible Spending Account (FSA) with company contribution
• 403b Retirement Plan, with an automatic 2% ISC contribution and up to 4% matching contribution
• Life, AD&D, Short-Term and Long-Term Disability Insurance
• Casual and Flexible Work Environment
• Appreciation of Work-Life Balance
• Employee Assistance Program

Learn more/apply here!

Program Assistant - Institute for Research on Race and Public Policy (IRRPP) - UIC

To learn more and apply: https://uic.csod.com/ux/ats/careersite/1/home/requisition/2042?c=uic

Position Summary:

The IRRPP Program Assistant will perform essential tasks to support IRRPP's mission and the work related to the administration of the unit. The Program Assistant will also provide support for programming logistics and office management. Ideal candidate will have coursework or other evidence of experience in understanding of racial dynamics.

 

Duties & Responsibilities:

Programming Support

●       Support event/program logistics and execution including, but not limited to securing space for events, ordering food and supplies for events, keeping track of registration and RSVP, assisting in event outreach, developing event timeline, preparing and maintaining IRRPP’s event box.

●       Compile and analyze data and information, evaluate and summarize findings for IRRPP programming to support the production of IRRPP’s biennial reports.

●       Track IRRPP mentions in different types of media.

●       Coordinate distribution of reports.

●       Support communications and outreach.

●       Coordinates the logistics and activities for specific programs.

●       Serve as a resource and point of contact for IRRPP.

●       Assist with planning and taking notes in IRRPP business meetings including, but not limited to staff meetings, Executive Committee meetings, External Advisory Board meetings, and more.

●       Provide support to administrators on various administrative/organizational matters.

 

Office Management

●       Supervise student workers, extra-help, and other employees as designated including assigning work, and overseeing the training of new staff.

●       Order office and programming supplies and maintain and update various types of inventories as needed.

●       Supervise the maintenance and upkeep of IRRPP’s suite and offices.

●       Update and maintain the IRRPP Operations manual, related documents, and office calendars.

●       Act as the main point of contact for people visiting the IRRPP office suite.

 

Financial and Human Resources

●       Prepare, review, and submit transactions using systems such as Chrome River and iBuy.

●       Track expenses and trends in expenditures.

●       Maintain funding tracker for fellowship monies, co-sponsorship funds, honoraria to be paid, grant funding, and more.

●       Assist in processing budget transfers to other units.

●       Support human resources operations for IRRPP including graduate appointments and visiting appointments.

●       Manage confidential documents including personnel, institutional, and historical documents.

●       Work with vendors to ensure their information is added or updated in UIC systems and ensure they are paid on time.

●       Be the main point of contact with the departmental business/administrative assistant (BAA) via shared services and IRRPP.

●       Participates in the hiring, training, supervising, and/or evaluating of office assistants as required.

 

Performs other related duties and participates in special projects as assigned.

 

Qualifications:

Bachelor’s degree.

 

To learn more and apply: https://uic.csod.com/ux/ats/careersite/1/home/requisition/2042?c=uic

Part-Time Program Assistant - Metropolitan Mayor's Caucus

Who: The Metropolitan Mayors Caucus is a membership organization of the Chicago region’s 275 cities, towns and villages. Founded in 1997 by then Chicago Mayor Richard M. Daley and leading Mayors from nine suburban municipal groups, the Mayors Caucus pushes past geographical boundaries and local interests to work on public policy issues. The Caucus provides a forum for metropolitan Chicago’s chief elected officials to collaborate on common problems and work toward a common goal of improving the quality of life for the millions of people who call the region home.

What: The Metropolitan Mayors Caucus is hiring a Part-Time Program Assistant.

The Part-Time Program Assistant provides a variety of program and administrative support including but not limited to records management, Salesforce administration, and civic engagement. This position reports primarily to the Project Manager. The position may be renewed after 1 year, contingent on funding availability.

Program Assistant @ Illinois Public Health Institute (Chicago) (Jan.17 deadline)

Who: Illinois Public Health Institute - Center for Health and Information Technology 

What: IPHI is seeking an energetic and well‐organized team member to provide high-level planning, administration and operations support for a national grant-making and community support program. IPHI operates Data Across Sectors for Health (DASH) which identifies barriers, opportunities, promising practices and indicators of progress for multi-sector collaborations that connect information systems and share data for community health improvement. This position supports our national work at the nexus of health data, community collaboration and the social determinants of health, including support to cutting-edge communities across the country. Duties and responsibilities include program management and administration, communications and networking support, grants management and community support, and meetings and events management. 

Qualifications: Demonstrated experience and credentials in public health, public policy, healthcare, community services, or a related field. Minimum of one year of work experience in project or grants management, events management, health informatics, budget and financial reporting, health data and information systems, or program performance and evaluation. Candidates can write well, work fast, and succeed independently and in teams. We are especially interested in candidates who have experience working with diverse populations in a variety of community settings. The ideal candidate will have a master's degree and experience with project management, communications, or administration and events management. 

Benefits: Full time, 37.5 hours/week, starting salary $47,500 Applications are being accepted until January 17th. Read the complete job posting and apply here.