Program Administrator

Get AI-powered advice on this job and more exclusive features. Epilepsy Foundation of Greater Chicago provided pay range This range is provided by Epilepsy Foundation of Greater Chicago. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more. Base pay range $65,000.00/yr - $70,000.00/yr About the Company The Epilepsy Foundation of Greater Chicago (EFGC) is a not‑for‑profit organization serving 44 counties in Illinois since 1946. We offer education, advocacy, and case management to people living with epilepsy, their families, and the communities in which they live, all in the service of helping our constituents seize the narrative back from epilepsy. We are a 501(c)3 tax exempt charitable organization existing under the laws of the State of Illinois, operating as a local affiliate of the Epilepsy Foundation of America. Our mission is to improve the lives of people affected by epilepsy through education, advocacy, research, and connection. We value Integrity, Trust, Respect, Compassion and Making a Difference. About the Role The Program Administrator plays a vital role in enhancing the effectiveness, coordination, and impact of EFGC’s Programs & Volunteer Services. This role is responsible for coordinating program schedules and communications, maintaining accurate program and volunteer records, supporting participant engagement, and assisting with reports, presentations, and departmental materials. The Program Administrator also supports volunteer onboarding and ensures compliance, documentation, and data‑tracking standards are achieved. Providing high level, comprehensive administrative, operational, and logistical support, the Program Administrator supports the delivery of epilepsy‑focused programs and events to ensure they are efficient, consistent, and high quality, across on‑site, virtual, and community settings. Working in close collaboration with the Program and Volunteer Manager and program department leadership, this role supports programs and service delivery, ensures smooth operations, and provides staff and leadership with the resources and data needed to deliver impactful, mission‑driven services. Responsibilities Program Coordination, Data & Compliance Support Provide high level administrative and operational support to ensure smooth functioning of Programs & Volunteer Services, via remote work, in‑office, and on‑site at program events when needed. Facilitate departmental workflows by tracking projects, maintaining timelines, coordinating, and documenting processes, and ensuring cross‑department communication. Contribute to continuous improvement efforts by identifying operational gaps and proposing administrative solutions. Coordinate special events, program pilots, and new initiatives by organizing activities, event calendars, and schedules, and aligning administrative tasks with project goals. Assist with budget‑related tasks such as invoice coding, expense logging, supply orders, and monitoring budget activity. Assist with the preparation of presentations, communications, training materials, and documentation needed for program planning, review, and reporting. Troubleshoot routine issues with virtual platforms (Zoom, Google Meet, Teams) and serve as a tech liaison during virtual programs. Support digital resource organization in Google Drive, shared folders, internal systems, and the research and development of community resource guides. Maintain documentation for grant and contract compliance, tracking deliverables and deadlines, and ensure timely, accurate entry, and reporting of departmental data (e.g., metrics, attendance, demographics, surveys, etc.). Support audit readiness by keeping program files organized, ensuring complete data documentation, and maintaining compliance tracking in Salesforce. Ensure adherence to EFGC privacy standards and confidentiality requirements. Stay informed about epilepsy industry trends, local resources, and mission‑aligned programs to assist departmental leaders in impact‑driven program planning and development. Support the administration and analysis of pre‑ and post‑program participant surveys and feedback to track engagement, learning outcomes, and satisfaction; assist in adapting program content and curricula in coordination with supervisors as needed. Facilitate interdepartmental collaboration and partnerships with EFGC staff to help ensure the effective delivery of programs and volunteer engagement. Volunteer Program and Systems Support Assist with the implementation of volunteer recruitment and retention strategies to meet program needs. Collaborate with all departments to identify volunteer needs and contribute to effective recruitment solutions. Support the recruitment, screening, training, placement, and tracking of EFGC volunteers for program‑facing events and fundraising initiatives, aligned with the organization’s mission and vision. Respond to volunteer inquiries and facilitate a structured, welcoming onboarding process. Knowledge, Skills & Abilities Strong administrative skills with exceptional attention to detail, accuracy, and organization. Excellent verbal and written communication skills across diverse populations. Proficiency with Microsoft Office Suite, Google Workspace, virtual meeting platforms, and CRM/databases. Strong problem‑solving abilities and comfort working in a fast‑paced, dynamic environment. Ability to work independently and collaboratively within a multidisciplinary team. Strong customer‑service orientation with the ability to support participant needs professionally. Ability to maintain confidentiality and manage sensitive information appropriately. Qualifications Education required: Bachelor’s degree in human services, education, administration, nonprofit management, or related field. Required Skills Minimum of 2 years of administrative support experience, preferably in a nonprofit, human services, or program delivery setting. Experience supporting multiple projects, deadlines, or stakeholders simultaneously. Valid Driver’s License required. Physical Demands Sitting – Frequent (25‑35% of day) Standing – Occasional (0‑40% of day) Walking – Occasional (0‑60% of day) Lifting: 10‑40lbs – Frequent (0‑35% of day) Driving: Occasional (0‑25% of day) Travel Up to 25% local travel throughout the Chicagoland area and occasional travel to downstate Illinois. Mileage will be reimbursed in accordance with organizational policy. Preferred Skills Experience with data entry, reporting, and Salesforce or program management systems preferred. Pay range and compensation package Salary range, commensurate with experience: $65,000‑$70,000 PTO, health, dental, vision, short‑term disability, long‑term disability, life insurance, 403(b) plan (with eligibility‑based employer contributions), flexible spending account. Equal Opportunity Statement Commitment to Diversity, Equity & Inclusion: At the Epilepsy Foundation of Greater Chicago (EFGC), we adhere to a culture where inclusiveness is deeply woven into everything we do. We are committed to a workplace that is diverse, inclusive, and equitable. Our work is committed to support, access, and health equity for the community. Everyone of any ethnicity, race, gender identity, sexual orientation, physical or mental ability is welcome. Our doors are open to all. Together, we make a difference for people living with epilepsy. EFGC is an equal opportunity employer and is committed to creating a diverse and inclusive company culture. EFGC does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law. Seniority level Associate Employment type Full‑time Job function Project Management, Administrative, and Production Industries Non‑profit Organizations #J-18808-Ljbffr Epilepsy Foundation of Greater Chicago