Program Coordinator

Jewish Federation of Springfield, Illinois, Program Coordinator Job Posting

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.

About the Jewish Federation of Springfield

The Jewish Federation of Springfield, IL is a vital entity in our small but dynamic Jewish community. Founded in 1941, The Federation has the mission to support the well-being and continuity of the Jewish people locally, in Israel, and throughout the world through coordinated community-wide programming, services, educational activities, and fundraising. The city of Springfield, founded in 1821, has a general population of 120,000, with an identified Jewish population numbering just over 1,000. Springfield has a deep Jewish history going back to its founding. It is the hometown of philanthropist and businessman Julius Rosenwald.  It has two synagogues as well as a Chabad presence.

Position Description

The Program Coordinator of the Jewish Federation of Springfield, IL is a full-time, on-site position with a flexible work schedule to adjust for evening and weekend meetings, events and activities.

Responsibilities

·      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 tracking 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. This includes maintaining 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.

·      Development, planning, execution, and evaluation of Programs and Initiatives of the Board of Directors Committees in conjunction with Board Members. This includes all administrative support functions and budget preparation and tracking the financial status of programs and initiatives.

·      Planning, execution, and evaluation of programs and initiatives of the Federation as assigned by the Executive Director and/or the Assistant to the Executive Director. This includes, but is not limited to, 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.

·      Providing support to the Executive Director in executing the functions of the Federation’s Standing Committees.

·      Responsible for supporting 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 include, but are not limited to:

o Monitoring and replying to email

o Answering and directing phone calls and monitoring voicemail

o Maintaining internal Federation schedules

o Coordinating electronic meetings

o Supporting the Executive Director and Assistant to the Executive Director in the preparation and timely distribution of meeting materials

·      Filing, typing, binding, copying, scanning, and related administrative tasks as assigned

·      Making bank deposits and facilitating financial transactions as directed

Physical Requirements:

·      Capacity to sit for extended periods while working at a computer, including data entry, email communication, and document preparation.

·      Comfortable standing and moving throughout events, programs, and community activities for extended periods of time.

·      Able to lift, carry, and transport supplies, materials, or equipment up to 20 pounds as needed for events and general operations.

·      Able to assist with event setup and breakdown, including arranging light furniture (e.g., tables, chairs) and materials.

·      Flexibility to travel locally to program sites, meetings, and community events as needed.

·      Proficient in operating standard office equipment, including computers, printers, phones, and copy machines.

·      Strong communication skills to effectively engage in person, by phone, and through electronic platforms with staff, volunteers, and community members.

·      Capable of bending, reaching, and performing light physical tasks related to event setup, supply organization, and office functions.

·      Comfortable working in a dynamic environment that may require transitioning between office, event, and community-based settings throughout the day.

Qualifications: 

·      Bachelor’s degree or equivalent work experience.

·      Prior professional experience in managing special events, working with volunteers, and in nonprofit organizations is desired.

·      The ideal candidate will demonstrate strong organizational skills, adaptability, initiative, and the ability to manage multiple priorities in a collaborative nonprofit environment.

·      Demonstrated ability to work independently on multiple projects and priorities at one time, while anticipating needs, following through independently, and maintaining professionalism in a fast-paced community environment.

·      Interest in, familiarity with, or willingness to learn about Jewish cultural life, religious observances, and traditions preferred.

·      Availability for occasional nights and weekends to execute or participate in programming on behalf of the Federation.

·      Ability to carry supplies and equipment up to 20 pounds when necessary.

·      Valid driver’s license required.

·      Proficiency in Microsoft Office Suite, Publisher, Canva, Zoom, email marketing platforms, and database management systems. Familiarity with Constant Contact, online event registration systems, social media platforms, and basic financial tracking tools is strongly desired.

·      A background check is required.

Salary and Benefits:

·      Salary range is $45,000 – $51,000 commensurate with experience plus benefits.

·      Benefit information will be made available during the interview process.

·      Employment availability on August 3, 2026, or per negotiation.

To Apply:

For full consideration, submit a cover letter, resume and a minimum of 3 references to hr@shalomspringfield.org.