Program Assistant

Program Assistant

EMBRACING ABILITIES. EXPANDING POSSIBILITIES.

At Easterseals Serving Chicagoland and Greater Rockford (ECR), we are committed to twooften 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 Support

• Provide day-to-day administrative support for TFS
• Maintain organized and compliant program records, files, and documentation
• Prepare forms, reports, presentations, and program materials as requested
• Support communication with staff and families (phone, email, scheduling)
• Assist with calendar coordination, meeting preparation, and follow-up tasks
• Other duties as assigned

2. Intake, Data Tracking & Compliance

• Assist with intake packet preparation
• Maintain referral logs, participant records, and audit-ready documentation
• Support 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 reviews

3. Supplies, Purchasing & Inventory

• Order, 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 supplies

4. Event & Group Coordination

• Support planning and execution of program events, groups, and outreach activities
• Coordinate logistics, including:
• Registration and attendance tracking
• Food and supply ordering
• Room setup and materials preparation
• Assist with holiday programs, family events, and community engagement activities

5. Program Materials & Documentation Development

• Create participant binders, program packets, and educational materials
• Assist with the development of:
• Infographics and reports
• Surveys and data collection tools
• Newsletters and communication materials
• Ensure all materials are accurate, up-to-date, and aligned with program requirements

6. Outreach & Community Engagement Support

• Assist with preparation for community events, resource fairs, and outreach initiatives
• Organize outreach materials, giveaways, and informational resources
• Support tracking of community contacts, referrals, and engagement efforts

7. Team & Staff Support

• Provide administrative and operational support to:
• Program Manager
• Supervisors
• Doulas and Parent Educators
• Assist with staff training coordination and registration (as needed)
• Support onboarding tasks such as preparing materials and files for new staff

8. Confidentiality & Compliance

• Maintain strict confidentiality of all client, staff, and program information
• Ensure documentation and processes comply with:
• Agency policies
• HIPAA requirements
• IDHS, MIECHV, and Start Early

Requirements

Education/Certification:

• High School Diploma or GED.

Experience:

• 13 years of administrative or program support experience
• Experience in social services, healthcare, education, or nonprofit preferred

Skills/Abilities:

• Strong organizational and time management skills
• Ability to manage multiple tasks and priorities simultaneously
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to work both independently and collaboratively
• Proficiency 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.

Easterseals serving Chicagoland and Greater Rockford