Chess-Ed | Chicagoland Area

•you need to live in Chicagoland area (We do not offer relocation) , as you may be needed at location. Chess-Ed , a premier provider of chess education programs throughout the Chicagoland area, is seeking a self-motivated, organized, and proactive School Program Manager & Administrative Coordinator to join our team. This is an ideal opportunity for someone who enjoys working independently, managing multiple responsibilities, building professional relationships, solving problems, and being part of an organization that provides meaningful educational opportunities for children. The position is primarily remote , with occasional visits to schools and programs throughout the Chicagoland area.

POSITION OVERVIEW

The School Program Manager & Administrative Coordinator will be responsible for the day-to-day coordination and administration of assigned Chess-Ed school programs . You will serve as an important point of contact between Chess-Ed, schools, instructors, and parents , helping ensure that programs operate smoothly and that schedules, registrations, attendance, communications, and financial records are accurate and up to date. The ideal candidate is someone who can take ownership of their work, prioritize competing deadlines, anticipate problems, and find solutions without needing constant supervision.

KEY RESPONSIBILITIES SCHOOL & PROGRAM MANAGEMENT

Manage and coordinate assigned Chess-Ed school programs from registration through completion. Develop and maintain positive, professional relationships with assigned school contacts. Serve as a primary point of contact between Chess-Ed, schools, instructors, and parents. Handle day-to-day correspondence and communication related to assigned programs. Confirm instructor assignments and create and maintain instructor schedules. Communicate program schedules, changes, and important information to instructors and school contacts. Visit assigned schools periodically to help ensure programs are running smoothly and address any issues that may arise.

REGISTRATION & ATTENDANCE

Manage and monitor online registration sites for assigned after-school programs, summer programs, workshops, and other events. Review and maintain accurate student registration information. Organize and merge registration information into appropriate Chess-Ed files and instructor attendance sheets. Update attendance rosters as registrations, withdrawals, or other changes occur. Communicate roster and attendance changes promptly to instructors and school contacts. Help ensure that student rosters and attendance records remain accurate and up to date.

INSTRUCTOR COORDINATION

Coordinate substitute instructors when an assigned instructor is unavailable. Respond promptly to instructor absences and arrange appropriate coverage to ensure programs continue without interruption. Communicate staffing and schedule changes to instructors and school contacts. Maintain accurate instructor schedules and assignments.

ADMINISTRATIVE & FINANCIAL RESPONSIBILITIES

Maintain organized electronic files and records using Dropbox . Create, update, and manipulate Microsoft Excel spreadsheets . Maintain accurate financial records for assigned programs. Organize program-related documentation and correspondence. Complete miscellaneous administrative assignments related to assigned schools and programs.

TIME MANAGEMENT & PROBLEM SOLVING

Independently organize and prioritize your workload within a flexible schedule. Manage multiple schools, programs, instructors, registrations, and deadlines simultaneously. Anticipate potential problems and take initiative to resolve them. Meet all program and administrative deadlines. Work effectively with minimal supervision in a primarily remote environment.

QUALIFICATIONS

The ideal candidate will have: Excellent organizational and time-management skills. Strong written and verbal communication skills. The ability to manage multiple priorities and deadlines. Strong attention to detail and accuracy. The ability to work independently and take initiative. Strong problem-solving and decision-making skills. Professional, friendly, and responsive communication skills. Experience working with Microsoft Excel . Familiarity with Dropbox or similar cloud-based file storage systems . Comfort communicating with schools, parents, instructors, and other stakeholders. Ability to maintain confidentiality when handling student and family information. Reliable access to a computer, internet, and phone. Ability to occasionally travel to assigned schools throughout the Chicagoland area. Experience in education, school administration, childcare, youth programs, enrichment programs, or program coordination is a plus.

WHO WE'RE LOOKING FOR

We're looking for someone who doesn't simply wait to be told what needs to be done.

The right person will be:

ORGANIZED

You can keep track of multiple schools, instructors, registrations, schedules, attendance records, and deadlines.

PROACTIVE

You notice what needs to be done and take care of it.

RESOURCEFUL

When an unexpected problem occurs, you don't panic—you look for a solution.

COMMUNICATIVE

You keep schools, instructors, parents, and the Chess-Ed team informed.

DEPENDABLE

Our schools and instructors rely on you to follow through and complete tasks accurately and on time.

COMFORTABLE WORKING INDEPENDENTLY

You can structure your own workday, prioritize responsibilities, and stay on top of deadlines without constant supervision.

POSITION DETAILS

Position:

School Program Manager & Administrative Coordinator Location:

Primarily Remote |

Chicagoland Area Hours:

Approximately 15-25 hours per week

Schedule:

Flexible work hours; workload must be completed within required program deadlines

Compensation:

$25-$30+ per hour , depending on experience and qualifications

Pay Schedule:

Biweekly Employment Type:

Independent Contractor Tax Status:

1099

Travel:

Occasional travel to assigned schools and programs throughout the Chicagoland area is required.

Job Types:

Contract, Part-time Pay:

$25.00 - $30.00 per hour

Benefits:

Flexible schedule Application Question(s): Do you live within the Chicagoland area? Where? Do you understand that although this position is primarily remote, you will be required to be in some locations when needed? Do you have a PC and Printer?

Experience:

Managing:

1 year (Preferred) Customer service: 1 year (Required)

Work Location:

Remote