Site Coordinator - Adult Activity Center Services - SHIBA

Job Description

Job Description

SITE COORDINATOR - ADULT ACTIVITY CENTER SERVICES - SHIBA

Community Programs & Services

Part-time (0-19.75 hours/week), non-exempt, non-benefitted, non-represented position

2 positions

APPLICATION CLOSING DATE: 

Application screening will begin 8/24/2026; Open until Filled

Anticipated start date: 9/14/2026

JOB DESCRIPTION:

General Statement of Duties : Promotes, implements and evaluates grant-funded programming, and provides active, on-site support for programs and services that supports older adults and helps them maintain their independence and remain engaged in the community. Assists with Senior Health Insurance Benefits Program (SHIBA) and other community services and supports daily program operations, including preparing rooms, setting up and taking down furniture and equipment, and completing timely room turnovers . Works closely with Community Programs and Services Recreation Coordinators and Volunteer Program Coordinator to ensure effective program management. Completes other job-related work as required.

Distinguishing Features of the Class : An employee in this classification is responsible for implementing grant-funded programs supporting programs and services for older adults in the community. This position may assist persons with low socioeconomic circumstances to access free and low-cost services provided at the Adult Activity Center. Work requires the understanding and application of concepts based on integration of marginalized individuals into an inclusive setting. Work is performed under the supervision of the Adult Programs and Services Supervisor. Supervision is not normally a responsibility of this position; however, incumbents are responsible for scheduling, educating, training and observing staff performance and providing input to their immediate supervisor, and providing task direction and operational support to assigned staff and volunteers.

Examples Of Essential Duties Performed : (Illustrative only. Any single position of a class will not necessarily involve all of the duties listed, and many positions will involve duties that are not listed.)

• Schedule, implement, and assist with a variety of grant-funded services for current social and health services programs. These social and health services include health benefits assistance, tax preparation service, preventative health services, and other need-based services. 
• Evaluate programs for participation, effectiveness and community need by collecting participation information and participant feedback to assist coordinators with evaluating program effectiveness and community needs.
• Complete necessary paperwork associated with services at the Adult Activity Center. Maintain appropriate records and assist with reports related to services, including ongoing tracking and documentation.
• Serve as an additional liaison for the Adult Activity Center Community, including documenting concerns and communicating changes. 
• Primary program contact for SHIBA. Works with customer service and volunteers to implement the program. Assist Recreation Coordinators, customer service staff, and volunteers with implementing the SHIBA program, including scheduling appointments, supporting program communications, preparing materials, and helping participants access programs and services.
• Collaborate with the Volunteer Program Coordinator to maintain volunteer hours and registration in Galaxy Digital. 
• Identify supplies required for services and programs at the Adult Activity Center.
• Prepare rooms for scheduled programs and services, including arranging tables, chairs, equipment, supplies, and activity materials according to established room diagrams and program needs.
• Complete program and room takedowns and timely room turnovers, including cleaning work surfaces, returning furniture and equipment to designated locations, and preparing spaces for the next scheduled use.
• Review daily room schedules and communicate with coordinators, instructors, customer service staff, and other team members regarding setup needs, schedule changes, and room readiness.
• Monitor program spaces throughout the day and respond to operational needs to support safe, welcoming, and well-organized activities.
• Provide assistance and problem-solve with staff, volunteers, and community members in service areas. Direct and support subordinate employees by outlining goals and objectives frequently and setting priorities.
• Assist with staff and volunteer schedules as directed.
• Work with coordinators and volunteers to provide successful interactions, good internal customer service, listening and coaching skills.
• Work to create a safe environment for staff and community members. Assess the environment for risks and correct non-safe conditions. Report all work-related employee and community member incidents.
• Provide assistance to staff, volunteers, community members and/or care providers regarding programs or services. 
• Respond to a variety of inquiries and/or complaints from participants and the general public.
• Collaborate with the Recreation Coordinators to schedule district transportation as needed for services. 
• Report cases of suspected abuse to the supervisor and contact Senior and Disabled Services as necessary.
• Maintain confidentiality regarding any medical condition for patrons and follow all rules regarding the Health Insurance Portability and Accountability Act.
• Assist with scheduling appointments for participants and volunteers and respond to program voicemail messages as assigned.
• Implement the recruitment, certifying, screening, training, mentoring and recognition of services volunteers.
• Maintain program record keeping, and files for client contact sheets, enter data into external data management systems.
• Manage ongoing inventory of outreach materials and coordinate supplies for community presentations, health fairs and distribution materials for volunteers and staff. 
• In collaboration with the Volunteer Coordinator, this position will organize, facilitate and assist with volunteer training including but not limited to; planning food and meeting setup. Act as information liaison on steps to become a volunteer. 
• Perform other job-related duties or tasks as required.
  

DESIRABLE QUALIFICATIONS :

Knowledge : Considerable knowledge of health and social needs of older adults and safety precautions involved in program implementation. Considerable knowledge of the concepts and practices to integrate the older adult population; knowledge of record keeping; staff/volunteer training techniques. Knowledge of organizing and implementation, familiarity with volunteer management, planning special projects, problem-solving skills, human relations skills, understanding of issues, problems and programs associated with aging.

Skills and Abilities : Basic first aid and CPR. Proficient technological skills including MS Office. Communicate effectively, both verbally and in writing. Strong organizational, time management and interpersonal skills. Works independently with accountability and cooperatively as a team. Effective public speaker. Ability to work effectively and cooperatively with volunteers, community members, and other team members to support older adults to be successful with district services. Interest and ability to work effectively with older adults. Ability to follow room diagrams and written setup instructions, manage multiple room turnovers, move furniture and equipment safely, and adjust to changing program and facility needs.

Physical Demands Of Position : While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility including the ability to move materials weighing up to 35 pounds on a regular basis such as boxes/bags of activity materials and books, in addition to lifting and moving tables, chairs, boxes, and supply totes. The employee may be on their feet and moving throughout the facility for extended periods while completing room setups, takedowns, and turnovers. Manual dexterity and coordination are required over 50% of the work period while working with participants in activities and utilizing standard office equipment. Persons with special needs may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to the disability and the ability of the hiring department to accommodate the limitation.

Minimum Education, Experience and Training : High School Diploma and one year experience in therapeutic recreation, senior care, community education, recreation, customer service, facility operations, or a related area. Previous experience working with older adults or marginalized populations or any satisfactory combination of experience and training which demonstrates the knowledge, skills, and ability to perform the above-described duties.

Preferred Education, Experience and Training: Associate degree and 2 years’ experience in older adult programming, community education, recreation or a related area. Currently certified as a Therapeutic Recreation Specialist. Individuals bilingual in Spanish or ASL are encouraged to apply; a bilingual rate adjustment for Spanish or ASL is contingent upon passing a proficiency test. 

Necessary Special Requirements : Possession of or ability to obtain current first aid and CPR certificates; possession of or ability to obtain a valid Oregon’s driver’s license; safe driving record; possession of or ability to obtain an Oregon Food Handler Permit. Because this job is considered safety sensitive, a drug screen test will be required prior to employment.

Position Type/Expected Hours Work: Work hours and shifts are determined by the seasonal needs of the district based on services and other variables. Evening and weekend shifts are necessary to meet those needs as determined by the district.

Additional Information:

Hours/Shift

There are two positions; one is 16 hours/week: Tuesdays and Thursdays 12-8:30pm. The other position is 15 hours per week: Mondays, Wednesdays, Thursdays 8:30am-1:30pm

Drug Free Workplace

This job is considered safety sensitive, a drug screen test and ability to pass a criminal background check will be required prior to employment.

Oregon Pay Equity 

Willamalane Park and Recreation District determines starting pay based on the applicant's relevant education, experience and training within the wage and salary range for the position. This process is consistent with Oregon pay equity laws. 

Equal Opportunity Employer

BENEFITS:

• Paid sick leave beginning with date of hire, 1 hour accrual for every 30 hours worked. Part-time staff may use sick leave beginning on their 91st day of employment.
• Annual cost of living increase (up to 4% as approved by the Board). 
  
• Merit increase (3%) upon successful completion of probationary period and then annually. 
• Additional $1/hour increase upon successful completion of a Spanish or American Sign Language (ASL) competency test. 
• Discount on selected childcare programs (see Policy Manual for restrictions).
• 25-percent discount on certain recreation programs.
• Free use of pools for lap and play swim for employee only. Discount for household members. 
• Free use of fitness center for employee only. Discount for household members.
• Free Wellness programs for employee.
• Payroll direct deposit is available.