Program Coordinator

Description

At iCook After School, we believe every child deserves experiences that spark curiosity and build lasting confidence. Through hands-on cooking, STEAM, and financial literacy programs, we're giving K–8 students across IL, CA, VA, MD, CT, NY, DC, TX, and AZ the enrichment that nurtures healthy habits, ignites a love of science, and gives them a foundation that lasts.

Job Summary

iCook After School is seeking a highly organized, independent, and motivated Program Coordinator to join our small Chicago-based team. The Program Coordinator role will oversee the successful delivery of our after-school education programs across an assigned region. This role is responsible for managing day-to-day program operations, including scheduling, quality assurance, and the remote supervision of a team of educators delivering after-school classes.

The Program Coordinator will work closely with school and district partners to ensure programs run smoothly, align with partner expectations and meets company standards, and drive continuous improvement through feedback, evaluation, and relationship management. In addition to program oversight, the Program Coordinator contributes to curriculum development, technical support, and supports supply logistics. This is a great opportunity for someone who is passionate about education and thrives in a fast-paced, mission-driven environment. We’re looking for a self-motivated, adaptable individual who enjoys working independently and can effectively manage competing priorities.

The position is based in Chicago, IL, with a schedule of four days per week in the office and one remote workday.

Key Responsibilities

Program Management (80%)

• Conduct outreach and confirm class scheduling with school and district contacts, ensuring all administrative requirements are met, necessary paperwork is completed, and facilities are reserved where applicable
• Oversee end-to-end program operations across an assigned region, including staffing, scheduling, and coordination with school and district partners
• Manage quality delivery of 40–80 weekly classes and remotely supervise 30–50 educators, providing ongoing support and schedule oversight
• Maintain program compliance while gathering feedback from schools, districts, families, and instructors to drive continuous improvement
• Serve as primary point of contact for parents and school and district partners, resolving concerns, strengthening relationships, and identifying opportunities for growth
• Collaborate with HR to communicate hiring needs and conduct second-round interviews for staffing

Invoicing & Billing (5-10%)

• Manage the full invoicing cycle - generating and submitting accurate invoices for classes performed, following up on outstanding payments, maintaining billing records by partner and program, and coordinating with internal teams to resolve discrepancies or communicate schedule-related changes

Supply Logistics and Support (5-10%)

Manage program supply needs end-to-end - coordinating with the supply team to ensure instructors have

everything required to successfully deliver programs, maintaining accurate and up-to-date records in the

tracking system, and ensuring 100% collection and return of all supplies upon program completion

Other Duties as Assigned

• Substitute for local Chicago-based classes as needed; provide hands-on training and direct supervision to local Chicago instructors as needed, ensuring program quality and consistency
• Maintain and update website content as needed
• Assist in preparing and distributing newsletters to families, school districts and community partners
• Assist with HR tasks such as first-round interviews as needed
• Support general administrative and operational tasks as assigned
• Contribute to the design and development of engaging, age-appropriate curriculum, including activities, lesson plans, and supporting materials
• Assist with seasonal supply tasks, including washing, organizing, and inventorying supply rooms

Skills

• Strong organizational, time management, and multitasking skills, with the ability to work independently and proactively solve problems
• Adaptable and solution-oriented, consistently addressing challenges with initiative and sound judgment
• Deliver exceptional customer service through prompt, professional, and empathetic communication with clients
• Clear communication and effective collaboration with school and district partners, especially remotely
• Passion for education and commitment to safe, inclusive, enriching programs

Qualifications

• Bachelor’s degree or equivalent experience
• At least 1–2 years of experience in program coordination, administration, operations, or a related role
• Experience with data management platforms (such as Airtable, Notion, Monday.com), Microsoft Office Suite, and HRIS and/or ATS systems
• Previous experience working in an after-school program or similar educational setting is preferred

Working with iCook offers several exciting benefits:

• A supportive and dedicated team that shares a passion for learning, innovation, skill development, and achieving our mission.
• Opportunity for hands-on experience across multiple areas of a small business
• Paid time off, remote work Fridays, health insurance, 401(K)
• Salary starting at $50,000+ per year, based on experience

iCook Inc is an equal opportunity employer.