Project Assistant

About Chapin Hall

Chapin Hall at the University of Chicago is a policy research center dedicated to improving the lives of children and families. With a focus on rigorous research and evidence-based policy, Chapin Hall collaborates with leaders, policymakers, and practitioners to drive child welfare transformation.

Position Overview: Project Assistant

Chapin Hall is seeking a highly organized and proactive Project Assistant to provide essential support to a large policy project centered on policy innovations and child welfare transformation within various jurisdictions. Additionally, this role will support a Senior Policy Fellow in managing their portfolio. The specific projects may evolve based on timelines and organizational priorities. This fully remote position offers flexibility for candidates across the United States, with periodic in-person meetings in Chicago, IL, and regular virtual engagements.

The Project Assistant will play a key role in ensuring the smooth operation of day-to-day activities for growing project teams. This involves interfacing with Chapin Hall leaders, Principal Investigators, Financial Operations leadership, staff, and external stakeholders. This is an excellent opportunity to contribute to organizational efficiency while developing valuable administrative and organizational skills within a mission-driven environment.

Key Responsibilities

The Project Assistant's responsibilities are divided into two primary areas:

Project Support (50%)

• Provide administrative support to multiple project team staff to advance project priorities.
• Support project leads with scheduling and coordinating project meetings.
• Assist in preparing professional documents such as memos, agendas, meeting materials, summary notes, and PowerPoint presentations.
• Manage report production activities, including editing, proofing, formatting, and creating tables and zip files.
• Attend and support project team meetings, including agenda development, note-taking, and tracking action items.
• Upload relevant documents to SharePoint and maintain project management tools.
• Assist in monitoring and communicating staff allocation, utilization of hours, and burn rates.
• Provide research support for key project information as necessary.

Administrative Support (50%)

• Support senior leadership by proactively managing calendars and scheduling internal/external meetings.
• Prioritize conflicting demands to ensure efficient use of time for senior leadership.
• Assist with travel arrangements, including booking flights, accommodations, and transportation.
• Ensure travel itineraries are well-coordinated and communicate details to relevant parties.
• Collect and organize expense receipts, reconcile credit card statements, and prepare expense reports.
• Collaborate with staff and the finance team for accurate and timely reimbursement processing.
• Coordinate administrative functions and logistics for project-related or organizational meetings.
• Participate actively in Project Management and Knowledge Management internal working groups.

Work Environment & Culture

Chapin Hall embraces a "Work from Anywhere" approach, offering flexible remote work across the United States. Our model emphasizes trust, accountability, and a shared commitment to quality work and collaboration. While remote, Chapin Hall intentionally creates opportunities for connection and belonging through occasional in-person events like All Hall Convenings, fostering relationships, team cohesion, and a strong sense of organizational community. Staff are expected to participate in occasional work-related travel, with reasonable accommodations provided.

Key Skills/Competency

• Project Coordination
• Administrative Support
• Meeting Management
• Document Preparation
• Calendar Management
• Expense Reporting
• SharePoint Administration
• Organizational Skills
• Communication (written & verbal)
• Policy Project Support