Program Operations Manager

Description

At Easterseals Serving Chicagoland and Greater Rockford, 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 Operations Manager coordinates the operational systems that support the day-to-day delivery of Illinois Autism Partnership (IAP) services. Working closely with the IAP team, this position manages scheduling, contracts, customer communication, service logistics, invoicing, records, materials, and related program operations to ensure services are delivered accurately, efficiently, and on time.

The ideal candidate is proactive, highly organized, detail-oriented, and able to independently manage multiple priorities, anticipate needs, solve problems, and communicate effectively with internal and external partners.

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

MAJOR FUNCTIONS/ACCOUNTABILITIES:

• Coordinate IAP schedules, including district services, trainings, coaching visits, meetings, and other program activities. Communicate and document changes to dates, times, locations, and availability.
• Coordinate service logistics, including locations, travel planning, technology, materials, and other operational needs. Anticipate needs and communicate relevant information to IAP staff and district partners.
• Maintain accurate program records, calendars, customer information, and service documentation across designated systems.
• Support customer satisfaction and mid-year/end-of-year survey processes, including organization and tracking of results.
• Field and appropriately direct general inquiries from community members and external stakeholders regarding IAP services.

Contract and Client Coordination 

• Receive and triage new customer inquiries; gather information needed to prepare proposals and contracts using established IAP processes.
• Coordinate contract distribution, follow-up, and status tracking within IAP's online contracting system.
• Coordinate with IAP, district partners, and internal Easterseals departments to ensure executed contracts are properly documented and services are positioned for invoicing.
• Manage operations-related communication with district partners and other external stakeholders, including contracting, scheduling, and service logistics.

Invoice, Reporting, and Resource Coordination

• Coordinate operational processes that support accurate and timely invoicing, including monitoring and reconciling contract, service, scheduling, and billing information.
• Compile and submit monthly invoicing and other program/revenue reports as requested.
• Assist with budget tracking, expense reporting, procurement, and management of program materials and supplies.
• Maintain accurate operational records and ensure activities are conducted in accordance with organizational policies, procedures, and applicable requirements.

Internal Collaboration and Communication

• Serve as an operational liaison between IAP and Easterseals departments, including Finance, Human Resources, IT, and other internal partners.
• Coordinate internal communication related to contracting, invoicing, purchasing, scheduling, technology, facilities, and other program needs.
• Participate in meetings as requested; document key information, coordinate follow-up, and communicate action items.
• Identify operational needs and recurring issues, communicate them to IAP leadership, and contribute to practical solutions and process improvements.
• Perform other duties as assigned.

Requirements

Education/Certification:

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

Experience Required:

• Minimum of 3-5 years of experience in program coordination, operations, office management, project coordination, or a related role.
• Experience coordinating multiple projects, schedules, stakeholders, or service-delivery activities preferred.
• Experience working in a nonprofit, education, or other service-oriented environment preferred.

Vehicle/Transportation Requirements:

• Valid driver's license, auto insurance, and reliable vehicle required for occasional program-related travel.

Skills/Abilities:

• Strong organizational skills with the ability to independently manage multiple priorities, anticipate needs, and follow through.
• Ability to identify operational needs and develop and maintain systems and processes that improve program operations.
• Experience coordinating schedules, projects, logistics, and information across multiple stakeholders.
• Experience using scheduling, knowledge management, and other software to organize information, maintain accurate records, and coordinate calendars.
• Strong written and verbal communication skills, sound judgment, and ability to work independently with internal and external partners.
• Proficiency with Microsoft Office, including Word, PowerPoint, Teams, Outlook, and Excel.
• Ability to maintain accurate records and appropriately handle confidential information.
• Ability to work occasional evenings and weekends based on program needs.

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.