Program Associate

Location: Chicago, IL (Hybrid)

Reports to: Executive Director

Start Date: June 22nd

Type: Part-Time Independent Contractor

Compensation: $33.75/hour, up to 20 hours per week, with total compensation not to exceed $25,000 over the duration of the contract agreement.

Deadline to Apply: June 15th

About Minds Matter Chicago

Minds Matter Chicago is an affiliate of Minds Matter, a national nonprofit organization that connects driven and determined students from low-income families with the people, preparation, and possibilities to succeed in college, create their future, and change the world. Since 2006, every Minds Matter Chicago student has been admitted to a four-year college. Our success is rooted in holistic programming and a unique model that puts dedicated volunteers at the forefront of our work with students.

Who We’re Looking For

Summary of the Position

Previously a fully volunteer-led chapter of Minds Matter, we are excited to find support for our Executive Director. 

The Program Associate will support the success and operations of Minds Matter Chicago’s student programming, mentoring initiatives, and volunteer engagement efforts. This role is involved in program coordination, student and mentor communication, chapter data management, volunteer and mentee recruitment efforts, and operational systems intended to strengthen the student experience.

A critical responsibility of this role will be its focus on getting our high school senior class through key milestones related to college applications, postsecondary planning, and their transition to college.

This role will also support the Chapter’s coordination of, and compliance with the City of Chicago Individual Youth Mentoring grant including mentoring tracking, data management, documentation, and quarterly student enrichment opportunities.

We are looking for someone who is organized, detail-oriented, mission-driven, and able to effectively balance relationship management with operational execution in a fast-paced, volunteer-driven environment.

This position will report directly to the Executive Director of the Minds Matter Chicago Chapter.

Minds Matter takes responsibility for creating a diverse and inclusive community. We believe that starts with engaging people at every level of the organization who reflect, celebrate, and affirm multi-dimensional identities. This allows all of us to broaden our thinking, deepen our understanding, and expand our views on what is possible. We invite and encourage diverse candidates to apply for this position. 

What You Will Do

Essential Duties and Responsibilities:

Program Operations & Student Support

• Support weekly student programming and special events.
• Schedule and organize all logistics related to Saturday programming, communication, and materials.
• Support enrichment opportunities, guest speakers, and career exposure activities.
• Coordinate quarterly field trips and enrichment opportunities connected to the City of Chicago mentoring grant.
• Maintain strong relationships with students, families, volunteers, and community partners.
• Support student and volunteer recruitment efforts.

College Readiness Support

• Support our 12th grade students through the college application and transition process.
• Collaborate with volunteers and leadership to ensure senior programming aligns with organizational goals.
• Monitor senior student engagement, participation, and attendance.
• Engage with families regarding student progress, attendance, and engagement.
• Support senior-specific workshops, celebrations, and transition programming.

Grant Compliance

• Coordinate and monitor monthly mentoring sessions required through the City of Chicago Individual Youth Mentoring grant.
• Track mentor and student participation to ensure grant compliance and reporting accuracy.
• Maintain organized records related to mentoring participation, attendance, and student engagement.
• Collaborate with sophomore and junior program leadership to support grant compliance for participating students.
• Support communication and follow-up with students and mentors regarding participation requirements.

Data and Systems Management & Reporting

• Maintain timely, and accurate student, mentor, and program data (e.g., attendance, participation, and compliance records) across systems including Salesforce, Google Workspace, Overgrad, and Cityspan.
• Support grant reporting and data collection processes in Cityspan and Overgrad.
• Assist in maintaining systems that support program evaluation and operational effectiveness including Salesforce, Google Workspace, and Overgrad.

What Makes You a Unique Fit  

Required Experiences:

• 2–3 years of experience in education, youth development, nonprofit operations, mentoring programs, or related fields preferred.
• Strong organizational, project management, writing, and communication skills.
• Ability to manage multiple priorities with attention to detail.
• Experience with databases, spreadsheets, CRMs, and reporting systems.
• Ability to work collaboratively with diverse students, families, volunteers, and community stakeholders.
• Passion for educational equity and the mission of Minds Matter Chicago.
• Proficiency in Microsoft Office and Google Workspace; Salesforce and Cityspan experience preferred.

Schedule & Expectations

• Up to 20 hours per week in a hybrid work environment (e.g. school presentations, career fairs, or virtual family meetings).
• Position is expected to attend and support all required Saturday program sessions throughout the academic year, which typically run from August to May from 10:00am to 3:00pm.
• Some evening hours may be required for meetings, recruitment events, field trips, and special programming.

Independent Contractor Notice

This position is classified as an independent contractor role and not an employee position. The selected contractor will be responsible for their own taxes, insurance, and obligations associated with independent contractor status. Continuation of the contract is subject to organizational needs and funding availability.

What You Can Expect During for the Hiring Process 

Please submit a resume and cover letter (no longer than 1 page), explaining your interest in Minds Matter Chicago and how your experience aligns with the Program Associate role to [email protected]. Only COMPLETED applications will be considered (e.g., resume and cover letter expressing interest in the position). Please title the subject line: Interest in Program Associate - Minds Matter Chicago.

Applications submitted through any other medium will not be considered. The Application deadline is June 15th.

A background check, fingerprinting and a reference check will also be a part of the process.

Upon accepting an offer, given the nature of working with Minds Matter Chicago students, all volunteers and staff must complete required onboarding, mandated reporter requirements, and participation in training focused on fostering belonging, respect, and culturally responsive practices.