Program Assistant, ECCE

Chicago Public Schools (CPS) is a district on the rise, serving over 325,000 students in 500+ schools and employing over 45,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. Aligned with our transformed philosophy, we are steadfastly focused on ensuring that the District provides resources equitably to support every student, every school, and every community. Six core values guide the work we do every day for our students - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning. Each role in the district supports our vision that every student deserves a rigorous, joyful, and equitable learning experience.

Nestled within the Office of College and Career Success (OCCS), the department of Early College and Career Education (ECCE) strives to improve the quality of career education in Career and Technical Education (CTE) by providing intentional support to teachers and standardizing career education curricula. The department also aims to increase students' exposure to dual enrollment opportunities in Early College credit attainment as well as to expand postsecondary enrollment and completion. In addition, ECCE strives to enhance access to STEM as well as high-quality Work-Based Learning opportunities for middle and high school students to support youth employment and economic mobility.

Chicago Builds is a citywide, two-year off-campus construction training program for CPS students interested in pursuing a career in construction after graduating high school. Chicago Builds is an Illinois Works Pre-Apprenticeship Program site and offers a Master Builder program.

Job Summary:

Reporting to the Program Manager, the Program Assistant will work with the Program Manager and other team members to provide daily support to the career readiness lifecycle for programs and participants. This role will assist with maintaining compliance review and alumni tracking reports to support the Illinois Works program. This is a full-time, exempt position that will be paid for time worked on a salary basis.

The Program Assistant will be held accountable for the following responsibilities:

• Co-facilitate or support career readiness activities, such as participating in mock interviews and helping participants navigate the standard application process for Department of Labor (DOL)-registered apprenticeship programs.
• Assist the Program Manager with maintaining accurate and timely documentation of participant progress, outreach data, and service delivery to generate reports for program evaluation and compliance.
• Track participant attendance and academic progress, promptly flagging at-risk students to the Program Manager and assisting in scheduling interventions like tutoring or make-up sessions.
• Perform accurate data entry within the Illinois Works Reporting System (IWRS) and conduct routine post-program outreach (e.g., phone calls, emails) to track graduates' employment status and Department of Labor (DOL) apprenticeship entry.
• Support recruitment efforts by assisting with community outreach, scheduling student interviews, and collecting pre-screen assessment materials for program entry.
• Assist the Program Manager with administering orientations and basic career assessments, and help students draft, format, and review their professional resumes.
• Collaborate with the Program Manager and staff to continuously improve service delivery, implement retention strategies, and ensure alignment with organizational goals.
• Assist with initial intake surveys to identify non-academic barriers and connect participants to a pre-established list of external community resources (e.g., providing transportation passes or referral flyers).
• Serve as a reliable point of contact for existing employers and community partners, assisting with email correspondence, scheduling, and event logistics to facilitate successful job placements and strengthen support networks.
• Other duties as assigned.

In order to be successful and achieve the above responsibilities, the Program Assistant must possess the following qualifications:

Education Required:

• High school diploma or GED equivalent
• Associate degree from an accredited college or university preferred

Experience Required:

• Minimum of five (5) years of administrative support experience
• Experience working with elementary, high school, or secondary education student transition, and completing student transition and success plans preferred
• Project support experience preferred

Knowledge, Skills, and Abilities:

• Ability to support multiple projects concurrently and switch work based on shifting priorities
• Strong communication skills (speaking - including presentations - listening, and writing)
• Excellent analytic and critical thinking skills, including a strong ability to analyze data, define problems, and outline valid conclusions and action steps
• Strong organizational skills and ability to facilitate project planning
• Proficiency using technology and applications, including Microsoft Office (Excel, Word, PowerPoint), Google Suite, and GoCanvas Analytics
• Ability to learn quickly, work independently or collaboratively, and follow through to completion of work assignments with limited direction and oversight
• Ability to work well under pressure

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions; however, all CPS employees must be residents of Illinois.