Operations & Program Assistant
23 days ago
Peoria
Job DescriptionSalary: $48,000-$52,000 Position Overview The Operations & Program Assistant provides high-energy, detail-oriented support to ART INCs Chief Operations & Programs Officer. This role ensures smooth coordination across all programs, sites, and events helping ART INC deliver trauma-informed, high-impact arts, education, and workforce programs for youth and families. The ideal candidate thrives in fast-moving environments, enjoys working with young people, and can anticipate needs before they arise. They must be comfortable engaging with diverse children & youth populations, and individuals who may have experienced trauma, ages 7-24. Core Responsibilities 1. Program & Youth Support • Assist with daily operations of ART INCs three flagship programs: ASALA, Pathways to College or Careers, and SOLVE, as well as youth leadership and enrichment events and smaller programs., • Help coordinate attendance, supplies, set-up, and documentation for after-school and weekend programming., • Maintain positive, professional, and supportive interactions with students, families, and teaching artists., • Serve as a calm, consistent adult presence during programming modeling ART INCs trauma-informed, youth-centered values. 2. Operations, Budget & Grant Support • Support compliance by ensuring financial documentation and reports are completed on time., • Help the COPO stay on schedule with grant deliverables, budget deadlines, and related administrative tasks., • Maintain organized digital and paper files for program and grant reporting., • Monitor and restock supplies, assist with purchasing, and manage program inventory. 3. Administrative & Scheduling Support • Coordinate calendars, schedule meetings, and prepare materials for internal and external stakeholders., • Support communication across departments to ensure timely follow-through and task completion., • Handle correspondence, print materials, and maintain organized systems for documentation. 4. Event & Logistics Coordination • Help plan and execute community events, field trips, and student showcases., • Coordinate logistics, setup, supplies, and volunteer support., • Work collaboratively with the operations and marketing teams to ensure events run seamlessly and reflect ART INCs professional standards., • Project & Manager Support, • Assist the COPO in coordinating project management across all program areas and departments she oversees., • Help ensure Program Managers and other direct reports stay on track with deliverables, deadlines, and reporting requirements., • Maintain shared project boards, timelines, and follow-up systems (e.g., Kanban, BambooHR, or shared spreadsheets) to keep tasks moving forward., • Prepare weekly status updates or summary notes to brief the COPO on progress, challenges, and next steps., • Track meeting outcomes and follow up with responsible staff to ensure accountability and completion., • Support the COPO in organizing team huddles, retreats, and cross-department meetings to strengthen alignment and communication. Qualifications • Associates degree or equivalent experience in youth development, education, arts administration, or nonprofit operations., • Minimum one year of experience supporting programs or administrative functions in a nonprofit, school, or youth organization., • Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced setting., • Strong interpersonal communication and teamwork skills., • Comfort working with Black and brown youth and families from diverse backgrounds., • Ability to maintain confidentiality and composure in challenging or emotionally charged situations., • Flexible schedule, including occasional evenings or weekends for events. Key Attributes • Mission-driven with deep belief in ART INCs purpose., • Self-starter who anticipates needs and follows through without constant supervision., • Calm under pressure; able to problem-solve quickly and maintain professionalism., • Compassionate, culturally competent, and committed to equity and inclusion. Physical Requirements • Must be able to stand, walk, and move throughout the building during program hours., • Able to lift up to 25 lbs. for event setup when needed. Success Looks Like • Programs operate seamlessly, with all logistics handled in advance., • Youth feel seen, supported, and safe., • The COPO is fully supported and able to focus on strategic leadership., • Communication across teams flows smoothly with clarity, follow-through, and shared accountability.