{"schemaVersion":"jobsearcher.job.v1","id":"6733e55ca2e115eb2874ff78","url":"https://jobsearcher.com/jobs/6733e55ca2e115eb2874ff78","canonicalUrl":"https://jobsearcher.com/jobs/6733e55ca2e115eb2874ff78","title":"Program Assistant","description":"Description\r\nEMBRACING ABILITIES. EXPANDING POSSIBILITIES.\r\nAt 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.\r\nFor more information about our organization, please visit us online at www.eastersealschicago.org.\r\nThe 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.\r\nThe 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.\r\nThis position is based at our Easterseals Rockford location, 303 N. Main St., Suite 511, Rockford, IL 61101.\r\nCORE RESPONSIBILITIES\r\n\r\nProgram Operations & Administrative Support\r\n\r\nProvide day-to-day administrative support for TFS\r\nMaintain organized and compliant program records, files, and documentation\r\nPrepare forms, reports, presentations, and program materials as requested\r\nSupport communication with staff and families (phone, email, scheduling)\r\nAssist with calendar coordination, meeting preparation, and follow-up tasks\r\nother duties as assigned\r\n\r\nIntake, Data Tracking & Compliance\r\n\r\nAssist with intake packet preparation\r\nMaintain referral logs, participant records, and audit-ready documentation\r\nSupport data entry and reporting (iGrow, Visit Tracker reporting, etc.)\r\nAssist with filing and file reviews using program tools (e.g., PAT file review tools)\r\nPrepare materials and documentation for audits and funder reviews\r\n\r\nSupplies, Purchasing & Inventory\r\n\r\nOrder, track, and organize program and office supplies using procurement systems (e.g., Microix)\r\nMaintain inventory of program materials (intake packets, binders, outreach items, etc.)\r\nAssemble and distribute intake bags, newborn kits, and program supplies\r\n\r\nEvent & Group Coordination\r\n\r\nSupport planning and execution of program events, groups, and outreach activities\r\nCoordinate logistics, including:\r\nRegistration and attendance tracking\r\nFood and supply ordering\r\nRoom setup and materials preparation\r\nAssist with holiday programs, family events, and community engagement activities\r\n\r\nProgram Materials & Documentation Development\r\n\r\nCreate participant binders, program packets, and educational materials\r\nAssist with the development of\r\nInfographics and reports\r\nSurveys and data collection tools\r\nNewsletters and communication materials\r\nEnsure all materials are accurate, up-to-date, and aligned with program requirements\r\n\r\nOutreach & Community Engagement Support\r\n\r\nAssist with preparation for community events, resource fairs, and outreach initiatives\r\nOrganize outreach materials, giveaways, and informational resources\r\nSupport tracking of community contacts, referrals, and engagement efforts\r\n\r\nTeam & Staff Support\r\n\r\nProvide administrative and operational support to\r\nProgram Manager\r\nSupervisors\r\nDoulas and Parent Educators\r\nAssist with staff training coordination and registration (as needed)\r\nSupport onboarding tasks such as preparing materials and files for new staff\r\n\r\nConfidentiality & Compliance\r\n\r\nMaintain strict confidentiality of all client, staff, and program information\r\nEnsure documentation and processes comply with\r\nAgency policies\r\nHIPAA requirements\r\nIDHS, MIECHV, and Start Early\r\nRequirements\r\nEducation/Certification\r\nHigh School Diploma or GED.\r\nExperience\r\n1–3 years of administrative or program support experience\r\nExperience in social services, healthcare, education, or nonprofit preferred\r\nSkills/Abilities\r\nStrong organizational and time management skills\r\nAbility to manage multiple tasks and priorities simultaneously\r\nHigh attention to detail and accuracyStrong written and verbal communication skills\r\nAbility to work both independently and collaboratively\r\nProficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)\r\nComfort working with databases and reporting systems.\r\nADA: 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.\r\nJ-18808-Ljbffr","company":"Easter Seals Metropolitan Chicago","rawCompany":"easter seals metropolitan chicago","city":"Bloomington","state":"IL","isRemote":false,"isActive":false,"createdAt":"2026-06-22T01:26:31.468Z","occupations":[{"code":"21-1093.00","title":"Social and Human Service Assistants","slug":"social-and-human-service-assistants"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"}],"industries":[{"code":"624190","title":"Other Individual and Family Services","slug":"other-individual-and-family-services"},{"code":"624110","title":"Child and Youth Services","slug":"child-and-youth-services"},{"code":"624410","title":"Child Care Services","slug":"child-care-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Program Assistant","description":"Description\r\nEMBRACING ABILITIES. EXPANDING POSSIBILITIES.\r\nAt 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.\r\nFor more information about our organization, please visit us online at www.eastersealschicago.org.\r\nThe 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.\r\nThe 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.\r\nThis position is based at our Easterseals Rockford location, 303 N. Main St., Suite 511, Rockford, IL 61101.\r\nCORE RESPONSIBILITIES\r\n\r\nProgram Operations & Administrative Support\r\n\r\nProvide day-to-day administrative support for TFS\r\nMaintain organized and compliant program records, files, and documentation\r\nPrepare forms, reports, presentations, and program materials as requested\r\nSupport communication with staff and families (phone, email, scheduling)\r\nAssist with calendar coordination, meeting preparation, and follow-up tasks\r\nother duties as assigned\r\n\r\nIntake, Data Tracking & Compliance\r\n\r\nAssist with intake packet preparation\r\nMaintain referral logs, participant records, and audit-ready documentation\r\nSupport data entry and reporting (iGrow, Visit Tracker reporting, etc.)\r\nAssist with filing and file reviews using program tools (e.g., PAT file review tools)\r\nPrepare materials and documentation for audits and funder reviews\r\n\r\nSupplies, Purchasing & Inventory\r\n\r\nOrder, track, and organize program and office supplies using procurement systems (e.g., Microix)\r\nMaintain inventory of program materials (intake packets, binders, outreach items, etc.)\r\nAssemble and distribute intake bags, newborn kits, and program supplies\r\n\r\nEvent & Group Coordination\r\n\r\nSupport planning and execution of program events, groups, and outreach activities\r\nCoordinate logistics, including:\r\nRegistration and attendance tracking\r\nFood and supply ordering\r\nRoom setup and materials preparation\r\nAssist with holiday programs, family events, and community engagement activities\r\n\r\nProgram Materials & Documentation Development\r\n\r\nCreate participant binders, program packets, and educational materials\r\nAssist with the development of\r\nInfographics and reports\r\nSurveys and data collection tools\r\nNewsletters and communication materials\r\nEnsure all materials are accurate, up-to-date, and aligned with program requirements\r\n\r\nOutreach & Community Engagement Support\r\n\r\nAssist with preparation for community events, resource fairs, and outreach initiatives\r\nOrganize outreach materials, giveaways, and informational resources\r\nSupport tracking of community contacts, referrals, and engagement efforts\r\n\r\nTeam & Staff Support\r\n\r\nProvide administrative and operational support to\r\nProgram Manager\r\nSupervisors\r\nDoulas and Parent Educators\r\nAssist with staff training coordination and registration (as needed)\r\nSupport onboarding tasks such as preparing materials and files for new staff\r\n\r\nConfidentiality & Compliance\r\n\r\nMaintain strict confidentiality of all client, staff, and program information\r\nEnsure documentation and processes comply with\r\nAgency policies\r\nHIPAA requirements\r\nIDHS, MIECHV, and Start Early\r\nRequirements\r\nEducation/Certification\r\nHigh School Diploma or GED.\r\nExperience\r\n1–3 years of administrative or program support experience\r\nExperience in social services, healthcare, education, or nonprofit preferred\r\nSkills/Abilities\r\nStrong organizational and time management skills\r\nAbility to manage multiple tasks and priorities simultaneously\r\nHigh attention to detail and accuracyStrong written and verbal communication skills\r\nAbility to work both independently and collaboratively\r\nProficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)\r\nComfort working with databases and reporting systems.\r\nADA: 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.\r\nJ-18808-Ljbffr","datePosted":"2026-06-22T01:26:31.468Z","dateModified":"2026-06-22T01:26:31.468Z","hiringOrganization":{"@type":"Organization","name":"Easter Seals Metropolitan Chicago","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Bloomington","addressRegion":"IL","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"6733e55ca2e115eb2874ff78"},"url":"https://jobsearcher.com/jobs/6733e55ca2e115eb2874ff78"}}