Village Program Assistant

One Family Illinois; Lockport, Northern (IL, KY); Hybrid; USD 21,000 - 30,000; Full time

Benefits offered by this job

Hybrid/flexible work options

PTO and paid holidays

Bonus Plan for Child Welfare Specialis

Employee Referral Bonuses

Health, Vision, Dental, Life Insurance

403b Retirement Savings Plan

Tuition reimbursement options

Opportunities for professional dev.

Job summary

The Village Program Assistant at One Family Illinois provides essential administrative and operational support to the Village Director and the Child Welfare/Case Management team, ensuring smooth and effective Village programs.

Responsibilities include data management in Airtable, preparing reports, onboarding staff and foster families, coordinating meetings, and supporting donor relations while upholding confidentiality and policy compliance.

Qualifications

• Minimum of High School Diploma; Associate/Bachelor’s preferred.
• Experience in customer service or administrative work.
• Excellent verbal and written communication; strong organization.
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint).
• Ability to work with DCFS and other social service systems.
• Ability to pass background checks and maintain confidentiality.

Responsibilities

• Identify gaps and communicate with Village Director to prevent delays.
• Maintain administrative data in Airtable and other systems; support reports.
• Manage master lists, compliance trackers, and audit findings.
• Prepare correspondence, invitations, agendas, and trackers.
• Assist onboarding of staff and foster parents with materials.
• Support donor relations and process donations with related teams.
• Coordinate video/teleconferences and schedule meetings.
• Provide sign‑in logs and administrative records to leadership.
• Ensure confidentiality and proper handling of sensitive information.
• Support various departments including Education, Licensing, etc.

Skills

Customer service

Administrative work

Communication

Organizational skills

Microsoft Office

Teamwork

Education

High School Diploma

Associate or Bachelor preferred

Tools

Airtable

DCFS systems

Job description

Description

At One Family Illinois, we uphold compassion, inclusion, integrity, and adaptability as the core values guiding our work with each other, children, families, and the community.

Why One Family Illinois?

At One FamilyIllinois (Formerly SOS Children's Villages Illinois) we are committed to keeping brothers and sisters in foster care together by providing safe, stable, and loving homes. We do this by offering an innovative approach to traditional foster care. Our model of care provides a private, single-family home, access to a community center, and support from professionally trained Foster Parents and staff. With this, the children we serve benefit from the stability of remaining with their siblings as well as the support of neighboring One FamilyIllinois Foster Parents and the entire community.

• Work for an impactful organization with a purpose
• Corporate culture that supports diversity, equity, and inclusion
• Hybrid/flexible work options to help balance work and life
• PTO (paid time off in the form of personal days, sick time, vacation days, and paid company holidays
• Bonus Plan for Child Welfare Specialists
• Employee Referral Bonuses

Employee Well-Being Benefits

• Competitive Healthcare plans through BCBS for you and your dependents (eligible the first of the following month after 30 o
• FT employment)
• Vision/Dental/Life Insurance offerings
• Flexible PTO
• Access to an Employee Assistance Program (EAP)
• 403b Retirement Savings Plan (nonprofit version of 401K). Able to contribute immediately upon full-time employment. In
• addition, the organization will contribute 4% to your savings plan after 12 months of full-time employment regardless if you
• are contributing.
• Part of the federal student loan forgiveness program
• Access to financial advisors and financial education tools
• Tuition reimbursement options
• Opportunities for further education as well as time to attend trainings/workshops/etc. for personal/professional development

The Role:

The Village Program Assistant provides administrative and operational support to the Village Director and the Child Welfare/Case Management team to ensure the smooth and effective functioning of Village programs and services.

RESPONSIBILITIES:

1. Identify recurring gaps or delays and communicate them to the Village Director so they can be addressed before they impact permanency or other case deadlines.
2. Maintain assigned administrative information in Airtable and other designated systems. Monitor data completeness and deadlines, perform data-quality checks, follow up on missing information, and assist with administrative reports and dashboards. Support efforts to reduce unnecessary duplicate data entry between SACWIS and Airtable where permitted.
3. Maintain and distribute Master Village Lists, Master Client Lists, staff assignment lists, compliance trackers, missing-document reports, audit findings, corrective-action tracking, and other administrative or Quality Improvement reports.
4. Prepare routine correspondence, meeting invitations, agendas, rosters, document requests, trackers, and other administrative materials to support the Child Welfare/Case Management team.
5. Support the orientation and onboarding of new Village staff and foster parents through scheduling, distribution of staff IDs, manuals, handbooks, forms, and other materials as assigned.
6. Serve as a point of contact at the Village for donor relations. Route donor calls and inquiries to the Director of Development and assist with mailing checks, scanning in‑kind forms, and receiving, organizing, and distributing donations in collaboration with the Development and Education teams.
7. Manage and coordinate video and conference calls for the Village and visiting staff, including Zoom and conference room calendars. Ensure meetings begin on time and communicate with the IT Specialist regarding special services or technical needs.
8. Regularly provide sign‑in logs and other designated administrative records to the administrative office, Village Director, or appropriate leadership.
9. Maintain confidentiality and handle case‑related information in accordance with agency policies, DCFS requirements, and applicable privacy and record‑keeping standards.
10. Provide administrative and programmatic support to the Village Director of Programs and Services, as well as the Education, Clinical, Licensing, and other departments.
11. Comply with all One Family Illinois policies, state, federal, county and city laws, rules and regulations.
12. Represent the agency and its senior staff with internal and external customers in a positive and professional manner.
13. Other duties as assigned.

QUALIFICATIONS:

1. Minimum of High School Diploma. Associate’s Degree or Bachelor’s Degree preferred.
2. Experience in customer service and or administrative work preferred. Experience working with children and families, especially in an agency that works within the Child Welfare System is considered beneficial.
3. Excellent verbal and written communication skills and superior interpersonal abilities. Exceptional organizational and time management skills.
4. Proficient in Microsoft Office, including Word, Access, Excel, Publisher, and Power Point.
5. Ability to work with DCFS, courts and other social service systems.
6. Ability to pass DCFS required criminal background check including CANTS/SACWIS and SORS.
7. Ability to provide required DCFS Medical Report/TB test.
8. Valid Illinois driver's license with acceptable driving record; insured and reliable transportation.
9. Sensitivity to the cultural and socioeconomic characteristics of clients and staff.
10. Ability to relate to the Agency staff and to the public in a courteous and professional manner.
11. Ability to work in a team environment.
12. Strong communication, organizational, and computer skills.
13. Ability to exercise discretion and independent judgment.
14. Ability to handle sensitive and confidential materials.
15. Reliable, punctual, and able to manage multiple tasks.
16. Ability to work standard business hours and occasionally work flexible hours (evenings/weekends) if needed.
17. Ability to work in an alcohol, tobacco, drug and firearm‑free environment.
18. Commitment to One Family Illinois philosophy and mission.

ADA DISCLAIMER/STATEMENT:

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. Position responsibilities are intended to describe those functions that are essential to the performance of this job. This position description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job‑related duties requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

ONE FAMILY ILLINOIS

is an equal opportunity employer. Employment, assignment, and promotion practices are carried out in accordance with all applicable laws, rules, regulations and orders without regard to race, religion, color, national origin, physical handicap, social handicap, sex, age, or ancestry.