Program Coordinator

Program Coordinator – Jewish Federation of Springfield, Illinois

The Program Coordinator works under the direction of the Assistant to the Executive Director and/or the Executive Director. General responsibilities include program development and support as well as organizational administrative functions.

The Jewish Federation of Springfield, IL is a vital entity in our small but dynamic Jewish community. Founded in 1941, the Federation’s mission is to support the well‑being and continuity of the Jewish people locally, in Israel, and worldwide through coordinated community programming, services, educational activities, and fundraising.

This full‑time, on‑site position has a flexible work schedule to accommodate evening and weekend meetings, events, and activities.

• Assist in maintaining efficient office procedures, organizational systems, document organization, digital file management, records, and shared calendars.
• Coordinate vendor communication, office supply management, and general operational logistics.
• Support event and program financial processes, including tracking, invoices, payment coordination, expense reconciliation, budget preparation, and monitoring the financial status of programs and initiatives.
• Assist with preparation of materials related to budgets, campaign tracking, program reporting, and participation tracking, including registration lists, ticketing reports, and donor/program engagement.
• Coordinate and support event and program logistics, including registration, communications, venue coordination, volunteer scheduling, post‑event follow‑up, and execution of Federation community events, donor engagement activities, educational programs, cultural initiatives, and holiday programming.
• Assist in cultivating positive relationships with volunteers, committee members, community partners, and program participants.
• Support and coordinate communications within the Jewish community, including newsletters, email campaigns, social media updates, special notices, invitations, and weekly updates. Maintain accurate contact lists, the community calendar, and materials for the monthly newsletter.
• Maintain and update constituent databases, donor, volunteer, and community engagement records, and support campaign and event tracking through database management and reporting.
• Support event registration platforms, online payment systems, and ticketing coordination.
• Create and edit basic promotional and informational materials using Canva and Microsoft Office.
• Develop, plan, execute, and evaluate programs and initiatives of the Board of Directors Committees in conjunction with Board Members, including all administrative support functions and budget preparation and tracking the financial status of programs and initiatives.
• Plan, execute, and evaluate programs and initiatives of the Federation as assigned by the Executive Director and/or the Assistant to the Executive Director, including special projects for holidays and topics of interest to the community, with responsibility for budget preparation and tracking the financial status of programs and initiatives.
• Provide support to the Executive Director in executing the functions of the Federation’s Standing Committees.
• Support Federation and Board activities, including the annual campaign, as requested.
• Assist the Executive Director and lay leadership with Board and committee operations, including scheduling, agenda preparation, meeting materials, minutes support, and follow‑up communication.
• Maintain professionalism, confidentiality, and sensitivity in all interactions involving donors, volunteers, community members, and organizational information.
• Additional administrative functions: monitor and reply to email; answer and direct phone calls and monitor voicemail; coordinate electronic meetings; support the Executive Director and Assistant to the Executive Director in the preparation and timely distribution of meeting materials; file, type, bind, copy, scan, and perform related tasks as assigned; make bank deposits and facilitate financial transactions as directed.

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