Program Assistant

• Description EMBRACING 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.

For more information about our organization, please visit us online at www.eastersealschicago.org. 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.