Program Operations & Office Manager

Eastersealschicago; Chicago (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

Easterseals Illinois Autism Partnership is seeking a dedicated Program Operations & Office Manager in Chicago. This full-time position involves overseeing operations, managing program logistics, and supporting team coordination to enhance the lives of students with autism. An ideal role for an organized, proactive professional looking to make a meaningful impact.

Qualifications

• Minimum of 5 years' experience in office management or similar role.
• Familiarity with contract-related software platforms.
• Demonstrated ability to work with diverse populations.

Responsibilities

• Manage daily operations of Illinois Autism Partnership.
• Coordinate logistics for events and training.
• Assist in budget tracking and expense reporting.

Skills

Organizational skills

Multi-tasking

Communication skills

Analytical skills

Interpersonal skills

Technological proficiency

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Teams

Microsoft Outlook

Microsoft Excel

Job description

Description

EMBRACING ABILITIES. EXPANDING POSSIBILITIES.

Easterseals Illinois Autism Partnership (IAP) team is expanding! We are looking for a Program Operations & Office Manager to join our innovative team. Our work primarily focuses on coaching, consulting, and training educators in public school districts and residential facilities. This will be a full-time, 12-month position. Great opportunity for an individual looking for a fun new challenge, a flexible schedule, and an opportunity to make a difference in the lives of students with autism!

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

The Program Operations & Office Manager will play a pivotal role in managing the daily operations of Illinois Autism Partnership (IAP), ensuring the seamless delivery of services to our partners. The Program Operations & Office Manager combines administrative oversight with hands-on program coordination, requiring a detail-oriented and proactive individual who thrives in a dynamic, mission-driven environment.

This position is headquartered at Easterseals Chicago Location at 1939 W 13th Street, Chicago, IL 60608.

MAJOR FUNCTIONS/ACCOUNTABILITIES:

Program Coordination and Administrative Support

• Support the IAP team to create schedules for visits with districts to ensure contracts are met. Manage any date/time/location changes and ensure calendars are updated and accurate, including referencing individual district calendars to understand availability and understanding school locations to ensure efficiency.
• Coordinate event and training logistics, including making necessary travel arrangements and ensuring logistics of events and trainings are proactively addressed and communicated to all involved parties.
• Receive and triage all new customer inquiries, including, but not limited to: gather details needed for contract development, develop contracts and proposals per district request, send contracts to designated district representatives, follow up to ensure contracts are executed, and update the status of all contracts in online contracting system in a timely manner.
• Manage the back-and-forth between IAP and current customers to ensure contracts are signed and recorded in the IAP system, as well as with the necessary internal departments to ensure proper invoicing and payment.
• Attend district meetings with the program manager and/or other team members as requested and record accurate meeting notes. Provide a detailed recap as appropriate in a timely manner and coordinate/complete any necessary next steps as requested by the managers or the Director.
• Oversee office operations to ensure the efficient use of resources and maintain an appropriately resourced and welcoming environment.
• Handle operations-oriented communications with internal and external stakeholders, including contracting and scheduling logistics.
• Maintain accurate records and documentation related to program activities and services provided.
• Support the preparation of materials for new customers, including organizing introductory packets for pitch meetings.
• Support IAP coaches with the printing and preparation of needed materials for upcoming training or coaching visits.
• Provide implementation support related to customer satisfaction and mid-year/end-of-year surveys, as needed.
• Field broad-level inquiries from the community related to support provided for people with autism.

Financial and Resource Management

• Assist in budget tracking and expense reporting for program activities.
• Oversee the procurement and management of program materials and supplies.
• Compile and submit monthly invoicing reports for the business invoice via the online invoicing platform.
• Compile and submit regular revenue reports as requested.
• Ensure compliance with organizational policies and procedures, as well as relevant regulations and standards.

Team Collaboration and Communication

• Serve as a liaison between IAP and other departments within Easterseals.
• Facilitate internal communications to ensure all team members are informed and aligned on program operations and activities.
• Participate in team meetings and contribute to the development of strategic initiatives for program growth and impact.
• All other duties as assigned.

Requirements

Education/Certification:

• Bachelor’s degree in business administration, nonprofit management, education, or related field required.

Experience Required:

• Minimum of 5 years of experience in office management, program coordination, operations management, or a related role, preferably within a nonprofit or educational setting.

Vehicle/Transportation Requirements:

• Valid driver’s license.
• Auto insurance.
• Reliable vehicle.

Skills/Abilities:

• Ability to work occasional nights and weekends
• Strong organizational skills and ability to multi-task in a high-stress environment and manage multiple and shifting priorities and deadlines.
• Technologically adept – comfort, familiarity, and ability to learn and use variety of computer applications, including scheduling and contract-related software platforms. Intermediate-level knowledge of Microsoft Word, PowerPoint, Teams, Outlook, and Excel. Ability to use internet browsers and video conferencing.
• Ability to work well with colleagues, clients of all ages, all levels of leadership internally and externally, external partners and stakeholders, and funding providers.
• Takes initiative to actively collaborate formally and informally with others.
• Demonstrated analytical, verbal, written communication, and presentation skills.
• Excellent communication and interpersonal skills to work with diverse populations.

ADA: Easter Seals 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.