Project Assistant Job 2024 Full Time

Chapin Hall is seeking a highly organized and proactive Project Assistant to join our Implementation Collaborative team. The Implementation Collaborative team consists of national public and private child welfare experts dedicated to collaborating with child welfare agency leadership to integrate the best available evidence into system transformation strategies designed to achieve agency goals and create positive change and improved outcomes for vulnerable children and families. The team works across five interconnected domains of capacity building and systems change, including: data analytics and evidence use; child welfare agency leadership, governance and strategy; practice and implementation; policy and fiscal alignment; and continuous quality improvement in multiple jurisdictions across the country.

Within the Implementation Collaborative (IC), the Project Assistant will play a crucial role in providing administrative and ancillary support as well as ensuring the smooth operation of day-to-day activities for our growing project teams. Main responsibilities will include engaging with internal meetings, managing complex calendars of IC leadership, timely reconciliation of expense reports, planning internal meetings and retreats, and assisting with various project support tasks.

The individual will interface with Chapin Hall leaders, Principal Investigators (PIs), Financial Operations leadership, staff and external stakeholders. This is an excellent opportunity to contribute to the efficiency and success of our organization while developing valuable organizational and administrative skills.

Chapin Hall embraces a Work from Anywhere approach which offers flexible remote work from anywhere in the United States. Chapin Hall also offers in-person opportunities for staff to build: 1) connections, 2) team cohesion and creativity, and 3) a sense of belonging to the organization. All staff are expected to travel to and engage in a minimum of two annual 2-day All Hall Convenings featuring shared learning, teamwork, and fellowship. Reasonable accommodations are made for those who require modifications.

RESPONSIBILITIES

Administrative support

• Support senior leadership in fulfilling administrative responsibilities in a timely manner.
• Strategically and proactively manage calendars for senior IC leadership as well as schedule and coordinate internal team meetings. Ensure efficient use of time and prioritize conflicting demands.
• Collect and organize expense receipts, reconcile credit card statements, and prepare expense reports. Collaborate with staff and the finance team to ensure accurate and timely processing of reimbursements.
• Assist with making travel arrangements, including booking flights, accommodations, and transportation. Ensure travel itineraries are well-coordinated and communicate relevant details to the necessary parties.
• Provide administrative support to multiple senior leaders as needed to advance portfolio.
• Serve as a core team member of committees charged with planning and executing IC retreats and other significant organizational and IC team meetings.
• Organize and maintain Share Point sites and other project management tools.
• Performs additional duties as assigned.

• High school diploma or equivalent; additional certification or associate degree in office administration or a related field is a plus.
• Proven experience as an administrative / project assistant or similar role, preferably for two or more staff simultaneously.
• Strong organizational and time management skills, with exceptional attention to detail.
• Ability to handle multiple tasks simultaneously and meet deadlines in a dynamic and fast-paced environment.
• Ability to ask for guidance and assistance when prioritizing while maintaining focus in a fast-paced environment where interruptions are common.
• Excellent written and verbal communication skills required.
• Strong problem-solving skills and ability to take initiative.
• Discretion in handling confidential information.
• Strong interpersonal skills and ability to work collaboratively in a team.
• Proficiency in office productivity tools, including MS Office (Word, Excel, PowerPoint) and Office 365 required.
• Familiarity with Smartsheet preferred.
• Familiarity with SharePoint preferred.

MINIMUM PHYSICAL REQUIREMENTS

The physical demands described 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 remain in a stationary position for extended periods of time.
• Must be able to operate a computer extensively for four (4) or more hours per day.
• Must be able to travel locally and out of state occasionally.

Pre-employment background checks are required for all Chapin Hall positions.

Formal expressions of interest are accepted online only. A cover letter, resume, writingsample, and reference contact information are required to be considered for this position. Individuals in need of reasonable accommodations to complete the application process should contact Human Resources by calling (773) 256-5157, or by sending an email to recruiting@chapinhall.org.

Chapin Hall is an Affirmative Action, Equal Opportunity Employer that values and actively seeks diversity in its workforce. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, age, sex, genetic information, marital status, sexual orientation, gender identity orexpression, citizenship, citizenship status, pregnancy ormaternity, nationalorigin,statusasanindividual with disability, ancestry,protectedveteranstatus, oranyother statusprotected by law. Per U.S. Department of Labor regulations, Chapin Hall offers visa sponsorship in limited instances for hard-to-fill specialty occupation roles. If you have questions about visa sponsorship at Chapin Hall, please reach out tohumanresources@chapinhall.org

Regarding the salary range:

Chapin Hall adheres to a competitive market-aligned salary structure for all its administrative, policy, and research roles. Starting salaries within posted ranges are determined by the Chapin Hall Human Resources Department using a consistent, rigorous, and equitable review process.