Project Assistant

Chapin Hall is seeking a highly organized and proactive Project Assistant toprovide project support toone large policy project focused on policy innovations and child welfare transformation within selectjurisdictions and support toone Senior Policy Fellow in the administration of their specific projects supported may change over time depending on project timelines and organizational priorities. Support to the policy project will include meeting scheduling coordination and note-taking; management of a quarterly report development process; some organization of project files;assistancein monitoringand communicatingstaff allocation andutilizationof hours; and document preparation. Support to the Senior Policy Fellow will include administrative support and coordination across a portfolio of projects including scheduling and meeting coordination in collaboration with client representatives and national partners;expense report reconciliation;editorial and technical support in the development of meeting and presentation materials;andassistancewith other administrative duties asrequested.

This position will report directly to a Chapin HallSenior Policy Fellow and allowsfor periodicin-person attendance at Chicago IL meetings. Additionally this position willparticipateinregularvirtual Project Assistant will play akeyrole in providing administrative and ancillary support as well as ensuring the smooth operation of day-to-day activities for our growing project individual willinterface withChapin Hall leaders Principal Investigators (PIs) Financial Operations leadership staffand 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 embracesaWork from Anywhereapproach offering flexible remote work from anywhere in the United States. Our fully remote model is grounded in trust accountability and a shared commitment to high-quality work and collaboration regardless of location. To get a glimpse of what this looks like in practice we invite you to watch a short video featuring Chapin Hall staff working from home and across the country:Watch here.

While our work is remote we intentionally create opportunities for connection and belonging. We offer in-person opportunities for staff to build (1) relationships and connection (2) team cohesion and creativity and (3)a strong senseof belonging to the organization. Staff are expected toparticipatein occasional work-related travel including attendance at in-personAll Hall Convenings which emphasize shared learning collaboration and community. Reasonable accommodations are made for those whorequiremodifications.

RESPONSIBILITIES

Project Support (50%)

• Provide administrative support to multiple staff within project teams as needed to advance projectpriorities.
• Support project leadsinthe scheduling and coordination of project meetings.
• Assistin preparing professional documents such as memos agendas meeting materials summary meeting notes PowerPoint presentations and report production activities including editing proofing formatting and creating tables and zip files ofdocuments.
• Attend and support project team meetings including development of meeting agendas taking notes tracking action items and uploading relevant documents to SharePoint.
• Provide project support in researching andreporting onkeyinformationasnecessary.
• Review project team allocation reports and keep team members updated on allocations and burn rates.
• Create andmaintainSharePoint sites and other project managementtools.

Administrative Support (50%)

• Support senior leadership in fulfilling administrative responsibilitiesin a timelymanner.
• Strategically and proactively manage calendars for senior leadership as well as schedule and demands.
• Assist with making travel arrangements including booking flights accommodations and -coordinatedandcommunicaterelevantdetailsto the necessaryparties.
• Collect and organize expense receipts reconcile credit card statements and prepare expense reports. Collaborate with staff and the finance team to ensureaccurateandtimelyprocessing of reimbursements.
• Coordinateadministrativefunctionsandlogisticsofproject-relatedororganizationmeetings as needed.
• Participates as an active member of the Project Management and KnowledgeManagementinternal working groups.

• Highschooldiplomaorequivalent;additionalcertificationorassociatedegreeinoffice administration or a related field is aplus.
• Proven experience as an administrative / project assistant or similar role preferably for two or more organizationalprincipals.
• Strong organizational and time management skills withabilityto work independently andexceptional attention todetail.
• Ability to handle multiple tasks simultaneously and meet deadlines in a dynamic environmentwhere interruptions are common.
• Strongwritten and verbal communication skills including the ability to communicate professionally with external partners.
• Resourceful approach toproblem-solving and ability to takeinitiative.
• Discretion in handling confidentialinformation.
• Strong interpersonal skills and ability to work collaboratively in ateam.
• Ability to navigate a cross-matrix environment.
• ProficiencyinofficeproductivitytoolsincludingMSOffice(OutlookWordExcelPowerPoint)andOffice 365required.
• Familiarity with Smartsheetpreferred.
• Familiarity withDeltekCostpointpreferred.
• 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 oftime.
• Must be able tooperatea computer extensively for four (4) or more hours perday.
• Must be able to travel locally and out of stateoccasionally.

Pre-employment background checks arerequiredfor all Chapin Hall positions. Chapin Hall approachesbackground checks with respect and fairness ensuring that every applicant is givenequitablereviewand opportunity. Chapin Halls background check processcomplies withSection 2-103.1 of the Illinois

Human Rights a conviction will only be considered disqualifying if it has asubstantialrelationship to the job or if hiring theindividualwould pose an unreasonable risk to workplace safety. Ifyou have any questions please reach out to.

Formal expressions of interest are accepted online only. A cover letterresumeand reference contact informationare required tobe considered for this position. Individuals in need of reasonable accommodation to complete the application process should contact Human Resources by calling or by sending an email to

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 nationaloriginstatusasanindividual with disability ancestryprotectedveteranstatus 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 to

Regardingthe 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 aredeterminedby the Chapin Hall Human Resources Department using a consistent rigorous andequitablereview process.

Benefits

Chapin Hall provides a strong benefits program that addresses the diverse needs of our staff. We offer competitive and comprehensive benefit options that allow you to design your own plan to balance individual needs with affordability and support long-term financial stability for staff and their family. Our benefits include comprehensive health plans paid time off sick time parentalleaveand retirement options. For more information on our benefits visitourChapin Hall Website.

ORGANIZATION OVERVIEW

ChapinHallis an independent policy researchcenter that providespublic and private decision-makers with rigorous research and achievable solutions to improve the lives of children families and communities. Chapin Hall partners with policymakers practitioners and philanthropists at the forefront of research and policy development by applying research real-world experience and policyexpertiseto deliver actionable information practical tools and positive change for children youth and families. Chapin Halls partnership mindset isdemonstratedin a collaborative and innovative work environment committed to diversity and inclusion in our culture projects and workforce. Established in 1985 Chapin Halls main impact areas include child welfare systems community capacity building and youth homelessness. For more information about Chapin Hall visit orChapinHall. Take a moment to view avideo clipof staff on why they enjoy working at Chapin Hall.

In our efforts to create a vibrant workplace andbecause diversity is integral to designing and conducting research collecting and analyzing data and drafting policy solutions Chapin Hall seeks to recruit foster and retain staff who are diverse in terms of their ability age ethnicity gender identity race religion and sexual orientation.

As part of Chapin HallsRacial Equity Principles we especially encourage applicants from diverse backgrounds including individuals who reflect the experiences and perspectives of families and young people served by child- and family-serving systems and programs.

Our unwavering partnership mindset is alsodemonstratedin our commitment to employees by fosteringacollaborativeandinnovativeworkenvironment thatiscommittedtoreflecting diversity and inclusion in its culture projects and embracediverse backgrounds diverse perspectives and diverse experiences in everything we do in every partnershipand in our workplace. Our inclusive approach to people partnerships and communities makes us abetter and stronger organization by bringing in innovative multidisciplinary staff committed to fostering a truly collaborative work environment. We are committed to a respectful and inclusive work environment work life flexibility and partnerships that support diversity amongst our staff and within the communities we support.