Program Administrator

About the Company

The Epilepsy Foundation of Greater Chicago (EFGC) is a not-for-profit organization serving 44 counties in Illinois since 1946. We offer education, advocacy, and case management to people living with epilepsy, their families, and the communities in which they live, all in the service of helping our constituents seize the narrative back from epilepsy. We are a 501(c)3 tax exempt charitable organization existing under the laws of the State of Illinois, operating as a local affiliate of the Epilepsy Foundation of America.

Our mission is to improve the lives of people affected by epilepsy through education, advocacy, research, and connection. We value Integrity, Trust, Respect, Compassion and Making a Difference.

The Program Administrator plays a vital role in enhancing the effectiveness, coordination, and impact of EFGC’s Programs & Volunteer Services. This role is responsible for coordinating program schedules and communications, maintaining accurate program and volunteer records, supporting participant engagement, and assisting with reports, presentations, and departmental materials. The Program Administrator also supports volunteer onboarding and ensures compliance, documentation, and data-tracking standards are achieved.

Providing high level, comprehensive administrative, operational, and logistical support, the Program Administrator supports the delivery of epilepsy-focused programs and events to ensure they are efficient, consistent, and high quality, across on-site, virtual, and community settings. Working in close collaboration with the Program and Volunteer Manager and program department leadership, this role supports programs and service delivery, ensures smooth operations, and provides staff and leadership with the resources and data needed to deliver impactful, mission-driven services.

• Provide high level administrative and operational support to ensure smooth functioning of Programs & Volunteer Services, via remote work, in-office, and on-site at program events when needed.
• Facilitate departmental workflows by tracking projects, maintaining timelines, coordinating, and documenting processes, and ensuring cross-department communication.
• Contribute to continuous improvement efforts by identifying operational gaps and proposing administrative solutions.
• Coordinate special events, program pilots, and new initiatives by organizing activities, event calendars, and schedules, and aligning administrative tasks with project goals.
• Assist with budget-related tasks such as invoice coding, expense logging, supply orders, and monitoring budget activity.
• Assist with the preparation of presentations, communications, training materials, and documentation needed for program planning, review, and reporting.
• Troubleshoot routine issues with virtual platforms (Zoom, Google Meet, Teams) and serve as a tech liaison during virtual programs.
• Support digital resource organization in Google Drive, shared folders, internal systems, and the research and development of community resource guides.
• Maintain documentation for grant and contract compliance, tracking deliverables and deadlines, and ensure timely, accurate entry, and reporting of departmental data (e.g., metrics, attendance, demographics, surveys, etc.).
• Support audit readiness by keeping program files organized, ensuring complete data documentation, and maintaining compliance tracking in Salesforce.
• Ensure adherence to EFGC privacy standards and confidentiality requirements.

• Stay informed about epilepsy industry trends, local resources, and mission-aligned programs to assist departmental leaders in impact-driven program planning and development.
• Support the administration and analysis of pre- and post-program participant surveys and feedback to track engagement, learning outcomes, and satisfaction; assist in adapting program content and curricula in coordination with supervisors as needed.
• Facilitate interdepartmental collaboration and partnerships with EFGC staff to help ensure the effective delivery of programs and…