(Hybrid) Program Specialist, Resilient Chicago Fund

Job Description

Job Description

About the Resilient Chicago Fund

The Resilient Chicago Fund (RCF) is a $20M multi-funder, multi-year philanthropic initiative housed at The Chicago Community Trust. In response to unprecedented reductions in federal support for food, housing, health, and safety, RCF invests in new models, new partnerships, and new systems for ensuring nonprofits and government agencies can continue meeting basic human needs.

In 2026, RCF will launch its first open call, inviting nonprofits, public agencies, and cross-sector partnerships to propose solutions that reimagine core human needs delivery-through planning/prototyping grants followed by catalytic implementation awards

Position Summary:

The Program Specialist for the Resilient Chicago Fund (RCF) provides critical support to a new, multi-funder initiative dedicated to helping Chicago's human needs ecosystem adapt to rapidly changing federal policies and funding conditions. Reporting to the Executive Director, the Program Specialist plays a key role in operationalizing RCF's innovation-focused grantmaking model, which includes a low-lift letter of inquiry (LOI), planning/prototyping grants, and catalytic implementation awards.

This role supports the full lifecycle of RCF's grantmaking and field-engagement activities-including applicant outreach and technical assistance, coordinating review processes, managing timelines and workflows, and ensuring a high-quality experience for organizations, government partners, and funders participating in the Fund. The Program Specialist will also help prepare materials for the Steering Committee and Expert Review Panels; develop clear documentation, briefs, and analyses; manage communication with grantees and applicants; and maintain strong coordination with internal teams across The Chicago Community Trust.

The ideal candidate is a highly organized, relationship-driven professional with experience in philanthropy, government, or nonprofit program work-someone who thrives inside a startup-like environment, values innovation and experimentation, and is excited to help build the operational backbone for a new, region-shaping fund. This is a unique opportunity to contribute to a major civic effort to reimagine how Chicago meets basic human needs in an era of profound systems change.

Position Responsibilities:

Grantmaking Operations & Process Management

• Support the end-to-end execution of RCF's multi-stage funding model, including the LOI process, planning/prototyping grants, and catalytic awards.
• Manage applicant intake, eligibility screening, data entry, and ongoing tracking to ensure timely and accurate processing of submissions.
• Coordinate with grants management staff to prepare grant records, documentation, agreements, payment schedules, and reporting requirements.
• Draft clear, accessible guidance materials and FAQs to support applicants and ensure a user-friendly application experience.
• Monitor key milestones, deadlines, and review cycles; maintain calendars, workflows, and shared project management tools.

Applicant & Grantee Support

• Serve as a responsive point of contact for organizations seeking information about the open call, eligibility, timelines, and requirements.
• Provide technical assistance to applicants, including support with submissions, clarifying expectations, and troubleshooting challenges.
• Support the onboarding and stewardship of planning/prototyping and catalytic grantees, including scheduling check-ins, assisting with reporting, and ensuring alignment with the Fund's goals.

Steering Committee & Expert Review Panel Coordination

• Prepare or support preparation of materials for Steering Committee and Expert Panel review, including applicant summaries, synthesis memos, and scoring templates.
• Coordinate logistics, scheduling, communication, and follow-up for all review meetings and deliberations.
• Document decisions and maintain clear records to support transparency, continuity, and alignment across governance bodies.

Ecosystem Engagement & Communications

• Help manage relationships with nonprofit partners, government agencies, funders, and community stakeholders engaged in the Fund's work.
• Draft communications to applicants, grantees, reviewers, and funder partners, ensuring clear, timely, and consistent messaging.
• Support the development of presentations, one-pagers, updates, and materials used for outreach, fundraising, and field engagement.

Internal Coordination & Administration

• Coordinate with departments across The Chicago Community Trust-including Community Impact, Policy, Philanthropic Services, Communications, Finance, and Grants Management-to ensure smooth and timely execution of RCF activities.
• Maintain organized digital files, data systems, shared drives, and documentation that support efficient and transparent operations.
• Supervises vendors and contractors within The Trust's contract management system
• Other duties as assigned by executive director and other leadership staff

Position Qualifications:

• Bachelor's or Associate's degree, or equivalent training and work experience.
• Three-to-five years of work experience in a project/program management position, including planning, organizing, and hosting meetings, tracking action items, and communicating and driving progress towards next steps
• Three-to-five years of work experience in managing grants operations, including issuing RFPs, providing technical assistance, reviewing applications, awarding grants, and tracking impact
• Understanding of the Chicago civic, nonprofit, and government ecosystem
• Exceptional attention to detail and deadlines.
• Excellent Microsoft Office (Outlook, Work, Excel, Power Point) and internet skills.
• Proficiency with online systems and databases, including Salesforce, Foundation Power, SmartSimple and Concur.
• Excellent verbal and written communications skills: proofreading, composing and editing communications; ability to maintain confidentiality.
• Excellent organizational skills and ability to prioritize, manage multiple tasks and work independently.
• Ability to interact effectively with Trust staff and stakeholders.
• Ability to be flexible in roles representing the Trust
• Ability to compile and display data.
• Willingness to work as a team member.
• Flexibility in work hours. May include occasional evening/weekend hours.
• This is a hybrid job, with some in-office requirements downtown Chicago.