Senior Companions Program Admin Assistant Job at Evelyn Rubenstein JCC
Job Summary
The Senior Companions Program was created in order to expand the role of low-income older volunteers who provide person-to-person services. Volunteers are adults, 55 years or older, low income, and, on average, volunteer 20 hours per week with 1 to 2 clients. Eligible Senior Companions volunteers receive a modest tax free-stipend to cover the cost of serving.
Primary duties include: Provide administrative and clerical assistance to the Senior Companions Program (SCP). Maintain SCP database, process payroll and reports. Assist with recruitment and training of SCP volunteers. Maintain accurate, up-to-date volunteer/client files. Assist the SCP Director in all aspects of volunteer recognition activities, planning, recruitment and training. Assist with community outreach.
Duties and Responsibilities
I. PROGRAM ADMINISTRATION
- Answer phones, record weekly clock-in of volunteers.
- Record persons needing service in SCP database, waiting list and maintain phone log.
- Mail new volunteer applications to prospects.
- Maintain log of new applications received in SC database; follow up as needed.
- Schedule National Service Criminal History Checks and fingerprinting appointments on approved applicants and maintain required documentation in files.
- Gather performance measurement data from volunteers and/or station representatives for reporting purposes.
- Gather, maintain and ensure the accuracy and completeness of volunteer timesheets and leave reports.
- Prepare and mail monthly newsletter and calendar at beginning of each month and email to Station Representatives and other interested parties.
- Track and maintain volunteer service hour data and annual required documents.
- Obtain and file proof of current driver’s license and vehicle liability insurance for each volunteer receiving mileage reimbursement.
- Maintain accurate volunteer/client roster and files.
- Maintain up-to-date information in the SCP database on volunteers/clients.
- Assure volunteer recruitment plan is followed and execute placements of volunteers.
- Arrange and provide orientation or in-service instruction for SCP volunteers as required.
- Prepare all required reports in a timely manner.
- Maintain a 10% or less margin of error in all daily tasks, projects, quality and quantity of work completions.
- Perform related work and additional duties assigned by project director.
II. PROGRAM ASSISTANCE
- Assist with the recruitment of volunteers via community outreach and networking.
- Assist in the development and review of volunteer assignment plans.
- Assist with special events or other duties.
- Attend internal and external meetings and events assigned by the project director.
- Attend agency training programs, program staff meetings and department meetings required by the project director.
Qualifications
- Bachelor’s Degree or High School Diploma or GED and four years’ in an office environment providing administrative support and engaging in customer relations
- Organized and detail-oriented
- Able to work well with older adults and persons with disabilities
- Knowledge of Microsoft Office Suite (Word, Excel, Outlook)
- Must maintain valid Driver’s License
- Must maintain valid auto liability insurance
- Must have reliable transportation
- Bilingual in Spanish a plus
OTHER SKILLS AND ABILITIES
SCP Administrative Assistant must be able to meet deadlines and work quickly and accurately under pressure. SCP Administrative Assistant may be assigned to other duties or work areas within the project or department in addition to those listed; duties may change according to the changing needs and public demands of the geographic service area.
Volume of work may increase at peak seasons and may require work schedule modification to accommodate changes in work load due stemming from program changes, funding related issues, or performance measure data collection.
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