Program Assistant (STAAR)

The Program Assistant provides administrative and operational support to the STAAR Project of the Alliance of Local Service Organizations (ALSO). The STAAR Project develops and provides training and technical assistance to the 56 U.S. states and territories through a cooperative agreement with the Office on Violence Against Women, U.S. Department of Justice (OVW). ALSO is the comprehensive technical assistance provider for the STOP Violence Against Women Formula Grants Program (STOP). STOP is a federal grant program authorized by the Violence Against Women Act of 1994 for the purpose of improving systemic and community-based responses to domestic and dating violence, sexual assault, and stalking.

The Program Assistant makes contributions to the development and implementation of training and technical assistance by:

• Offering administrative and logistical support to the planning, development, and implementation of training and technical assistance including:
  • In-person and virtual events and meetings;
  • Tools and resources for STOP Grant Program grantees and subgrantees;
  • Tailored technical assistance for individual states and territories; and
• Helping to develop and maintain the technical and technological framework that are the distribution vehicles for the project’s work.
• Working as part of a larger organization-wide team to meet ALSO’s vision, mission, and organizational goals and objectives.

The Program Assistant works within the Safe Homes department of ALSO, and reports directly to its Program Manager. This position is remote, with some in-state (Chicago, IL) and out-of-state travel expected (approx. 3-4 times a year).

Key Duties:

• Organizing meetings, including scheduling, sending reminders, and sending post-meeting notes.
• Maintain files and folders in the shared drive organized to maximize efficiency and archival integrity.
• Maintain and update list of contacts for grantees, funders and other key stakeholders.
• Maintaining contact lists and creating and sending communications to constituents.
• Handling the logistics of virtual training/convenings, meetings, consultations, and other project events; Including announcements, registration, recording attendance, processing and uploading recordings of virtual meetings.
• Handling the logistics of in-person training/convenings, meetings, consultations, and other project events. Including venue screening, selection and contracting; announcements, registration, attendance, printing, shipping, on-site registration and event logistics.
• Providing administrative support before, during, and after small and large events and meetings.
• Sending monthly communications to grantees/project constituents/clients/partners.
• Assisting with developing, completing, and disseminating products and other technical assistance.
• Assisting with e-learning and website development, maintenance, and continuous improvement.
• Responding to requests for project information and technical assistance, including materials, consultations, and training.
• Working with vendors, contractors, and consultants, including processing invoices and payment requests.
• Assisting with grant progress report data collection, and report development and submission.

Qualifications:

Minimum:

• Two years of administrative experience.
• Two years of college coursework in a related field.
• Proficiency with Google Workspace applications (Docs, Sheets, Slides, Forms, etc.) and comparable Microsoft programs, and comfort with learning and applying new programs and applications.
• Experience providing administrative support in a fast-paced work environment.
• Experience developing or maintaining spreadsheets or databases.
• Experience with Zoom or other virtual meeting platforms.
• Familiarity with Canva and Constant Contact.
• Willingness to learn new content, approaches, and technological applications quickly and apply them to project work.
• Driver's license and required documentation to board domestic flights and access federal facilities.

Preferred:

• Bachelor’s degree in a related field.
• Experience with website development or updating using WordPress.
• Familiarity with violence against women subject matter and victim service provision.
• Experience working in a public service context (government or nonprofit).
• Experience or interest with social justice, violence prevention or intervention, or anti-oppression projects.
• Bi-lingual English/Spanish.
• Experience or interest in communications; digital, social media, and community outreach
• Experience or interest in trauma-informed policy and services

Knowledge, Skills, and Abilities:

The individual in this position should possess the following:

• High level of organizational skills and attention to detail.
• Excellent customer service skills.
• Ability to respond quickly and thoughtfully to requests for information and assistance.
• Demonstrated ability to juggle multiple projects simultaneously; prioritize tasks according to workload, timelines, and other factors; and meet deadlines.
• Initiative, creativity, and flexibility.
• Excellent communication skills.
• Technology-oriented mindset to achieve expected results of the job.
• Comfort with working in groups and independently, as well as working with diverse staff, consultants, partners, and constituents.

Benefits:

This is a benefits-eligible position. Benefits offered include:

• Medical and Dental Insurance for you and dependent(s); 100% of monthly BCBS HMO medical and Guardian dental for staff employer covered and 80% for dependents along with the cost of HMO if staff want to enroll in BCBS PPO medical and dental - same with dependents employer covered
• Life Insurance Group Standard 100% employer covered
• Life Insurance Personal to purchase
• 24 hours of paid holiday time
• Vacation and Sick time available, when accrued, and 3 Personal days immediately available upon hire date
• Employee Assistance Program (EAP), which includes limited free counseling benefits for you and dependent(s)
• Health Club membership discount for participating providers
• 401k & FSA (Flexible spending account) available for self-enrollment after 3 months of employment with a 5% match
• Professional development opportunities
• Access to Wellness Program activities for ALSO staff

Physical Demands and Work Environment:

The physical demands and work environment characteristics 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 these essential functions.

• Physical Demands: Work requires some physical activity - walking over uneven terrain in all seasons, carrying and lifting (up to 25 lbs.) and local travel (when relevant).
• While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach.
• Work Environment: Fast-paced environment. Work is performed indoors and outdoors (with travel when relevant). Work environment noise when in office (i.e. business office with computers, phone, and printers, moderate traffic) if in office, and work environment at home. Place to be on confidential audio and/or video conference calls when working remotely.
• Equipment: General office equipment.
• Schedule: Work requires periodic extended work hours, including early mornings, evenings, and weekends. In-state and out-of-state travel when appropriate may be required.

Performance Evaluation:

This position will be evaluated by the staff member’s ability to perform in the priority areas of teamwork, leadership focused on taking initiative, and reliability; along with other categories.

About ALSO:

Established in 1998 and headquartered in the Northwest Chicago neighborhood of Humboldt Park, the Alliance of Local Service Organizations (ALSO) is a community-based nonprofit working to end violence and abuse. Our mission is to work in partnership with people living in risk of violence to promote safer streets and homes. We recognize that violence in homes and streets can be connected, and we work to end both. Our vision: Safe Homes, Safe Streets.

• Our Culture: Everyone who is part of the ALSO culture — from our staff to our partners to the individuals and communities that we serve — operates on the basis of a uniquely lived experience and that people are the experts in their own lives. Our collaborative alliances celebrate these differences, utilizing each unique background and expertise to create a cross-programmatic knowledge base with deep layers of meaning. Vulnerability to violence takes many forms. Therefore, we are committed to providing services with accessibility for culturally-, and linguistically-specific groups, and to providing services to those most at risk of violence.
• Our Programs: ALSO works to end violence and abuse in several ways.

At a local level, ALSO provides violence street outreach, case management, and victim services to community members impacted by community violence. To those experiencing domestic and dating violence, sexual assault, and stalking, ALSO offers specialized case management and legal services to address their unique needs, including those that support their safety and healing. These services are available to 9 neighborhoods that ALSO serves on the West and Northwest sides of Chicago.

Deeply rooted in local community, ALSO’s impact extends nationally. Over the last 18 years, ALSO has provided training, consultation, and resource sharing through funding from the Department of Justice, Office on Violence Against Women (OVW). These services are available to government agencies and nonprofit organizations nationwide, currently receiving grant funding to address domestic and dating violence, sexual assault, and stalking in their communities and jurisdictions.

Application Process:

Interested job candidates should email shausserman@also-chicago.org with the following attachments: a current resume and a cover letter that discusses the candidate’s interest in the position and why they believe they are a good fit. The email should contain the subject line: STAAR Program Assistant Position.