Project Assistant

Chapin Hall is seeking a highly organized and proactive Project Assistant to provide project support to one large policy project focused on policy innovations and child welfare transformation within select jurisdictions, and support to one Senior Policy Fellow in the administration of their portfolio. The 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; assistance in monitoring and communicating staff allocation and utilization of 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; and assistance with other administrative duties as requested.

This position will report directly to a Chapin Hall Senior Policy Fellow and allows for periodic in-person attendance at Chicago, IL meetings. Additionally, this position will participate in regular virtual meetings. The Project Assistant will play a key role in providing administrative and ancillary support as well as ensuring the smooth operation of day-to-day activities for our growing project teams. The individual will interface with Chapin Hall leaders, Principal Investigators (PIs), Financial Operations leadership, staff, and 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 embraces a Work from Anywhere approach, 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 sense of belonging to the organization. Staff are expected to participate in occasional work-related travel, including attendance at in-person All Hall Convenings, which emphasize shared learning, collaboration, and community. Reasonable accommodations are made for those who require modifications.

RESPONSIBILITIES

Project Support (50%)

• Provide administrative support to multiple staff within project teams as needed to advance project priorities.
• Support project leads in the scheduling and coordination of project meetings.
• Assist in 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 of documents.
• 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 and reporting on key information as necessary.
• Review project team allocation reports and keep team members updated on allocations and burn rates.
• Create and maintain SharePoint sites and other project management tools.

Administrative Support (50%)

• Support senior leadership in fulfilling administrative responsibilities in a timely manner.
• Strategically and proactively manage calendars for senior leadership as well as schedule and coordinate internal and external meetings. Ensure efficient use of time and prioritize conflicting demands.
• Assist with making travel arrangements, including booking flights, accommodations, and transportation. Ensure travel itineraries are well-coordinated and communicate relevant details to the necessary parties.
• Collect and organize expense receipts, reconcile credit card statements, and prepare expense reports. Collaborate with staff and the finance team to ensure accurate and timely processing of reimbursements.
• Coordinate administrative functions and logistics of project-related or organization meetings, as needed.
• Participates as an active member of the Project Management and Knowledge Management internal working groups.

• High school diploma or equivalent; additional certification or associate degree in office administration or a related field is a plus.
• Proven experience as an administrative / project assistant or similar role, preferably for two or more organizational principals.
• Strong organizational and time management skills, with ability to work independently and exceptional attention to detail.
• Ability to handle multiple tasks simultaneously and meet deadlines in a dynamic environment where interruptions are common.
• Strong written and verbal communication skills, including the ability to communicate professionally with external partners.
• Resourceful approach to problem-solving and ability to take initiative.
• Discretion in handling confidential information.
• Strong interpersonal skills and ability to work collaboratively in a team.
• Ability to navigate a cross-matrix environment.
• Proficiency in office productivity tools, including MS Office (Outlook, Word, Excel, PowerPoint) and Office 365 required.
• Familiarity with Smartsheet preferred.
• Familiarity with Deltek Costpoint preferred.
• 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 of time.
• Must be able to operate a computer extensively for four (4) or more hours per day.
• Must be able to travel locally and out of state occasionally.

Pre-employment background checks are required for all Chapin Hall positions. Chapin Hall approaches background checks with respect and fairness, ensuring that every applicant is given equitable review and opportunity. Chapin Hall's background check process complies with Section 2-103.1 of the Illinois

Human Rights Act. Accordingly, a conviction will only be considered disqualifying if it has a substantial relationship to the job, or if hiring the individual would pose an unreasonable risk to workplace safety. If you have any questions, please reach out to HumanResources@chapinhall.org.

Formal expressions of interest are accepted online only. A cover letter, resume and reference contact information are required to be considered for this position. Individuals in need of reasonable accommodation to complete the application process should contact Human Resources by calling (773) 256-5157, or by sending an email to recruiting@chapinhall.org.

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, nationalorigin,statusasanindividual with disability, ancestry,protectedveteranstatus, 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 tohumanresources@chapinhall.org

Regarding the 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 are determined by the Chapin Hall Human Resources Department using a consistent, rigorous, and equitable review 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, parental leave and retirement options. For more information on our benefits visit our Chapin 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 policy expertise to deliver actionable information, practical tools, and positive change for children, youth, and families. Chapin Hall's partnership mindset is demonstrated in a collaborative and innovative work environment committed to diversity and inclusion in our culture, projects, and workforce. Established in 1985, Chapin Hall's main impact areas include child welfare systems, community capacity building, and youth homelessness. For more information about Chapin Hall, visit www.chapinhall.org or Chapin_Hall. Take a moment to view avideo clipof staff on why they enjoy working at Chapin Hall.

In our efforts to create a vibrant workplace and because 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 Hall's Racial 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 also demonstrated in our commitment to employees by fostering a collaborative and innovative work environment that is committed to reflecting diversity and inclusion in its culture, projects, and workforce. We embracediverse backgrounds, diverse perspectives, and diverse experiences in everything we do, in every partnership,and 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.