Program Assistant

Job Title

To support the planning, coordination, and execution of programs and events for the Older Adult Services Department and the Cooper Center, ensuring engaging, inclusive, and well-organized activities that promote the well-being, socialization, and enrichment of older adult participants. All other work as directed, required and the situation dictates.

The Program Assistant is responsible for supporting the planning, coordination, and execution of program activities and events, maintaining accurate records, assisting participants, and ensuring smooth daily operations. The position requires independent management of routine tasks within established guidelines, with the ability to prioritize responsibilities and respond to dynamic program needs. The Program Assistant must exercise sound judgment in handling participant interactions, program logistics, and administrative duties while adhering to organizational policies.

The Program Assistant works under the direct supervision of the Deputy Director. The Program Assistant is expected to communicate effectively with supervisors, participate in meetings and training sessions, and seek guidance when encountering challenges beyond routine responsibilities.

This position does not have formal supervisory authority over staff members. However, the Program Assistant assists with the recruitment, orientation, and supervision of dozens of program volunteers and paid instructors, providing informal guidance and support to ensure their effective contribution to program activities and special events.

The essential functions or duties listed are intended only as illustrations of the various types of work that may be 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.

The Program Assistant provides comprehensive support for the planning, coordination, and implementation of program activities and special events, including holiday celebrations, health fairs, and day trips as needed. This role works collaboratively with staff, volunteers, and vendors to ensure successful program delivery and assists with marketing efforts by preparing and distributing program schedules, calendars, and event flyers. The Program Assistant is responsible for collecting participant fees, ensuring the accuracy of transactions, and conducting necessary follow-up.

Additional responsibilities include attendance at the onset of programs, distributing necessary materials such as markers, photocopies, and name tags, and preparing shopping lists for supplies. The Program Assistant decorates spaces for holidays and events, greets special event speakers, and provides them with a warm welcome and orientation to the facility. The role involves setting up and breaking down materials, equipment, and supplies for activities, posting daily program schedules at room entrances, and maintaining regular communication with Program Facilitators regarding program needs. The Program Assistant also gathers and considers feedback, comments, and ideas from participants, provides information about programs, and assists with participant registration for programs and services.

The Program Assistant offers administrative support to maintain clean, safe, and well-maintained facilities through effective communication with staff and supervisors. This includes reporting any participant safety concerns, assisting with outreach initiatives to promote program participation, and supporting basic audiovisual setup for activities, such as microphones, PowerPoint presentations, and projectors. The Program Assistant monitors both onsite and offsite programs as directed to ensure smooth operations and participant safety.

A key aspect of this role is providing excellent customer service by greeting participants, answering questions, and offering information about center programs and services. The Program Assistant assists older adults during activities to promote inclusion and engagement, responds to phone calls and emails from vendors, instructors, and participants, and supports front desk reception staff as needed. Coordination with administrative staff on tasks such as reminder calls, attendance tracking, and facility tours is also expected.

The Program Assistant maintains accurate and up-to-date program records and data, assists in preparing reports, evaluations, and supply inventories, and collaborates with staff to ensure the efficient execution of daily operations.

Other responsibilities include assisting with volunteer coordination when requested, adhering to departmental, city, and governmental rules, regulations, policies, and procedures. Other duties as assigned, directed and as the situation dictates.

A high school diploma or equivalent is required, with an associate's degree preferred, along with a minimum of three years of related experience or training with the planning, organizing and implantation of programs. Experience with older adults is strongly preferred, and a strong commitment to public service is required.

CPR and AED certification is required but will be provided to those without certification.

The Program Assistant must possess a foundational understanding of the principles of program development, event planning, and logistics to effectively support a variety of activities and special events. A comprehensive awareness of the physical, emotional, and social needs of older adults is essential to ensure that programs are responsive and supportive of participant well-being. Familiarity with community services and resources available to older adults is also required to facilitate appropriate referrals and maximize program impact.

This role requires excellent customer service skills to provide a welcoming and supportive environment for all participants and stakeholders. Proficiency in the use of personal computers, including word processing, database management, and spreadsheet applications, is necessary for maintaining accurate records and supporting administrative functions. Strong organizational and administrative skills are essential for coordinating program logistics and managing multiple tasks efficiently. The Program Assistant must be adept in operating various office tools and equipment, demonstrating patience, effective troubleshooting, and the ability to exercise independent judgment as needed. Effective verbal and written communication skills are critical for interacting with participants, colleagues, and external partners.

The Program Assistant must demonstrate the ability to keep accurate records, including data entry and the maintenance of filing systems, to ensure program integrity and compliance. The capacity to work effectively with diverse populations and foster inclusive environments is vital for promoting engagement and participation among all community members. The role also requires the ability to assist with room setup, learn to operate audio/visual equipment, and track supply inventories to support the smooth execution of program activities.

The Program Assistant primarily works in a typical office setting within the Cooper Center for Active Living, with minimal exposure to occupational risks. Daily responsibilities involve frequent interruptions, as the position serves as the first point of contact for the public, older adults, community members, business organizations, and city personnel. The Concierge regularly uses computers, calculators, copiers, telephones, and other standard office equipment to support administrative functions, program registration, and event coordination.

Regular contact is maintained with the general public, staff from other city departments and agencies, outside organizations, vendors, and government officials. Communication occurs through telephone, in-person discussions, and written correspondence, requiring patience, professionalism, and courtesy at all times. The Program Assistant may also handle and have access to confidential information, including personnel records, and must exercise discretion and maintain confidentiality.

There is an expectation of flexible work hours, and when required, this position is expected to work some night and weekend hours to meet program and event demands.

Errors in judgment or performance could result in delays or loss of services, legal consequences, negative public relations, or financial loss for the department. The role demands a strong commitment to public service and the ability to foster a welcoming, inclusive, and safe environment for all Center visitors and participants.

The role regularly requires the use of hands and fingers to operate, handle, or feel objects, tools, equipment, and controls, as well as to reach with hands and arms for tasks such as picking up or accessing paper, files, and other common office items, as well as equipment and supplies related to the Department of Older Adults. Employees must be able to lift and/or move objects weighing up to 20 pounds as needed. The position involves the manual operation of standard office equipment and other necessary devices and requires the ability to use a computer keyboard efficiently to complete essential job tasks.

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City's values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change, subject to collective bargaining obligations, where applicable.)

Please note that the posted salary range is not necessarily the hiring range. The starting salary typically falls within the first few steps of the posted salary range. The starting salary is influenced by relevant qualifications, and where applicable, by collective bargaining agreement.