Program & Volunteer Coordinator

City of Woburn/Woburn Council on Aging

Program and Volunteer Coordinator

POSTING DATE:    May 16, 2023                         DEADLINE TO APPLY:  June 16, 2023

POSTING STATUS:  Regular Full Time               SALARY:     $60,402.11


Job title: Program and Volunteer Coordinator

Department: Woburn Council on Aging

Supervisor: COA Director

Staff position with benefits. Effective 7/1/23 base salary is $60,402.11– 32.5 Hours per week. Monday through Wednesday 9:00 a.m. through 4:30 p.m., Thursday 9:00 a.m. through 7:00 p.m. and Friday 9:00 a.m. through 1:00 p.m. with a one hour unpaid lunch period Monday through Thursday.

Position Summary:

Develop and implement COA events, programs, activities, classes, and lectures based on the needs and interests of Woburn residents 60 and over. Design programs in accordance with the Woburn COA mission to enrich and support the independent lives of local seniors. Develop and implement programs to enhance the COA’s ability to serve a diverse base of Woburn clients through the recruitment and supervision of volunteers. Complete all administrative duties associated with the coordination of programs, events, activities, occasional trips, and volunteer programs. All other related work, as required. Assumes critical operational responsibilities in Director’s absence. The Program and Volunteer Coordinator works under the supervision of the COA Director and will be a member of the Local 25 Teamsters Labor Union.

Essential Functions:

The essential functions or duties listed below are illustrations of the type of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Assess the needs and interests of Woburn seniors and disabled residents, and facilitates COA programs accordingly.

  • Encourages participation in activities and education programs to promote well-being and healthy lifestyles
  • Keeps current with active older adult trends and consistently seeks new programmatic ideas
  • Identifies and implements outcome-driven programs, conducting program evaluations as needed; keep current participant documentation
  • Accepts program feedback, comment, and ideas from Woburn seniors
  • Assist clients in determining activities that match their interests and needs
  • Manages details of events, programs, lectures, activities and trips to ensure a positive experience for participants, performers, volunteers, instructors, and guest speakers. Communicates details with COA staff
  • Informs clients and the community of the programs and services provided by the Council on Aging through public relations, including but not limited to the monthly newsletter, press releases, cable slides, flyers, announcements, website/social media updates; My Senior Center, and phone calls
  • Maintain relationships with other COAs, City of Woburn departments, community groups, and service providers for the purpose of education, advocacy and networking
  • Monitors and tracks participant fees collected, instructor/performer/speaker stipends, and the general activity budget
  • Assists in effort to keep updated active clients, residency, contact, and emergency information on program participants.
  • Assist Outreach Coordinator and Director with program/activities information for monthly newsletter
  • Share with Director any concerns, questions or unusual situations whenever necessary

Establish and manage a volunteer program to assist in the provision of support services and activities.

  • Promote volunteerism through publicity
  • Identify volunteer positions based on client needs and Senior Center activities
  • Maintain list of volunteer positions available and volunteer job descriptions
  • Review and update volunteer policies periodically
  • Train volunteers on all policies and procedures, including confidentiality, prior to their first day of volunteering
  • Recruit volunteers via screening and interviews
  • Monitor, support, assist, and consult volunteers as needed
  • Assists Director in screening and placing tax work-off participants
  • Ensures volunteers are appropriately matched and trained for their position
  • Motivate volunteers through a volunteer recognition program and annual celebration
  • Make connections with community service organizations to achieve additional volunteer opportunities as well as an increased volunteer base
  • Keep accessible volunteer schedules and contact information on My Senior Center
  • Document and log volunteer hours, maintain volunteer files
  • Collect and manage volunteer program feedback to make improvements

General Senior Center Functions (expected of all COA staff)

  • Handles heavy telephone and walk-in traffic
  • Greets visitors, gives tours, answers questions
  • Provide clients with information and assist with registration for all Senior Center events, activities and services via My Senior Center.
  • Provide support as needed to the COA staff team to ensure successful events and programs, and a positive experience for all Senior Center callers/visitors/instructors.
  • Engage in periodic training related to Senior Center operations and services

Recommended Minimum Qualification:

Education, Training and Experience: Bachelor’s Degree in human services (gerontology, social work, etc.) or related area of study; three or more years as an activity professional and coordinator of large and small group activities and/or experience in social services, health, or related field (preferably with seniors); or an equivalent combination of education and experience. Knowledge of local resources and departmental laws/rules/regulations. Experience in supervising volunteers or staff. ServSafe certified or willing to complete training.

Knowledge, Ability and Skill:

  • Ability to work in fast-paced, often demanding environment while maintaining an excellent level of customer services
  • Possess a pleasant and outgoing personality
  • Ability to be patient and flexible
  • Exhibit high public relation skills and be sensitive to the unique needs of seniors
  • Excellent written skills
  • Self-motivated and able to work independently
  • Constructive member of the COA staff team
  • Ability to treat clients with respect and always maintain confidentiality

Knowledge: Thorough knowledge of recreational, educational, and wellness activity planning. Knowledge of social service and government agencies that support seniors. Knowledge of local resources and municipal operations. Basic knowledge of departmental operations and the laws/rules/regulations governing the department. Knowledge of the physical and cognitive circumstances of persons age 60 and older; experience with dementia population a plus.

Ability: Ability to develop effective and constructive working relationships with program participants, volunteers/instructors, service providers, and the general public in both a group and private setting. Ability to assess the needs of participants and design and coordinate appropriate programs. Able to manage crises and sensitive issues. Ability to work independently and maintain confidential information.

Skill: Excellent public relations skills required including verbal and written skills, and public speaking. Excellent customer service/interpersonal communication skills and sensitivity to the unique needs of senior clients, low-income clients, and senior volunteers. Detail oriented and proficient in technology including Microsoft Office, Teams, PowerPoint, spreadsheets, Google Docs, general website content management, and database programs (working knowledge of My Senior Center a plus). Social Media proficiency as well as graphic design skills with programs such as Canva.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In performing the duties of this position, the employee will be required from time to time to sit, talk, listen, stand, walk, stoop, and reach with hands and arms to access documents and files; employee seldom lifts up to 10 pounds. The position has normal vision requirements. Equipment operated includes office machines, telephone and computers.

The City of Woburn requires a CORI, physical exam and drug screen post offer.

This job description does not constitute an employment agreement between the employer and the employee, and is subject to change by the employer, as the needs of the employer and the requirements of the job change.

The City of Woburn is an Equal Opportunity/Affirmative Action Employer

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