Program Assistant

Program AssistantEMBRACING ABILITIES. EXPANDING POSSIBILITIES.At Easterseals Serving Chicagoland and Greater Rockford (ECR), we are committed to two—often interconnecting pillars of work: early learning and disability. Through these pillars, we transform the lives of early learners and individuals of all abilities through access to expert educational, family, and community support. As an affiliate of America's largest nonprofit health care organization, we have proudly served the communities and families of Chicagoland and Greater Rockford since 1936.The Program Assistant provides comprehensive administrative, programmatic, and operational support. This role is essential to ensuring efficient program operations, high-quality service delivery, and compliance with funder and agency requirements.The Program Assistant works collaboratively with program leadership, parent educators, doulas, and community partners to support intake processes, data tracking, event coordination, outreach efforts, and documentation. The position requires strong organization, attention to detail, and the ability to manage multiple priorities while maintaining confidentiality.This position is based at our Easterseals Rockford location, 303 N. Main St., Suite 511, Rockford, IL 61101.Core Responsibilities:1. Program Operations & Administrative SupportProvide day-to-day administrative support for TFSMaintain organized and compliant program records, files, and documentationPrepare forms, reports, presentations, and program materials as requestedSupport communication with staff and families (phone, email, scheduling)Assist with calendar coordination, meeting preparation, and follow-up tasksOther duties as assigned2. Intake, Data Tracking & ComplianceAssist with intake packet preparationMaintain referral logs, participant records, and audit-ready documentationSupport data entry and reporting (iGrow, Visit Tracker reporting, etc.)Assist with filing and file reviews using program tools (e.g., PAT file review tools)Prepare materials and documentation for audits and funder reviews3. Supplies, Purchasing & InventoryOrder, track, and organize program and office supplies using procurement systems (e.g., Microix)Maintain inventory of program materials (intake packets, binders, outreach items, etc.)Assemble and distribute intake bags, newborn kits, and program supplies4. Event & Group CoordinationSupport planning and execution of program events, groups, and outreach activitiesCoordinate logistics, including:Registration and attendance trackingFood and supply orderingRoom setup and materials preparationAssist with holiday programs, family events, and community engagement activities5. Program Materials & Documentation DevelopmentCreate participant binders, program packets, and educational materialsAssist with the development of:Infographics and reportsSurveys and data collection toolsNewsletters and communication materialsEnsure all materials are accurate, up-to-date, and aligned with program requirements6. Outreach & Community Engagement SupportAssist with preparation for community events, resource fairs, and outreach initiativesOrganize outreach materials, giveaways, and informational resourcesSupport tracking of community contacts, referrals, and engagement efforts7. Team & Staff SupportProvide administrative and operational support to:Program ManagerSupervisorsDoulas and Parent EducatorsAssist with staff training coordination and registration (as needed)Support onboarding tasks such as preparing materials and files for new staff8. Confidentiality & ComplianceMaintain strict confidentiality of all client, staff, and program informationEnsure documentation and processes comply with:Agency policiesHIPAA requirementsIDHS, MIECHV, and Start EarlyRequirementsEducation/Certification:High School Diploma or GED.Experience:1–3 years of administrative or program support experienceExperience in social services, healthcare, education, or nonprofit preferredSkills/Abilities:Strong organizational and time management skillsAbility to manage multiple tasks and priorities simultaneouslyHigh attention to detail and accuracyStrong written and verbal communication skillsAbility to work both independently and collaborativelyProficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)Comfort working with databases and reporting systems.ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to treat clients, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.