Senior Companions Program Admin Assistant

Job Description

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 of the Senior Companion Administrative assistant include providing administrative and clerical assistance to the Senior Companions Program (SCP), processing payroll and reports,  maintaining accurate, up-to-date volunteer/client files, assisting the SCP Director in all aspects of volunteer recognition activities, planning, recruitment and training, and assisting with community outreach and onboarding of new clients and volunteers.

Duties and Responsibilities

I.  PROGRAM ADMINISTRATION

1. Answer phones, record weekly clock-in of volunteers and record persons needing service in SCP database, waiting list and maintain phone log.
2. Mail new volunteer applications to prospects.
3. Maintain log of new applications received in SC database; follow up as needed.
4. Gather performance measurement data from volunteers and/or station representatives for reporting purposes.
5. Gather, maintain, and ensure the accuracy and completeness of volunteer timesheets and leave reports.
6. Prepare and mail monthly newsletter and calendar at beginning of each month and email to Station Representatives and other interested parties.
7. Track and maintain volunteer service hour data and annual required documents.
8. Obtain and file proof of current driver’s license and vehicle liability insurance for each volunteer receiving mileage reimbursement.
9. Maintain accurate volunteer/client roster and files.
10. Maintain up-to-date information in the SCP database on volunteers/clients.
11. Prepare all required reports in a timely manner.
12. Perform related work and additional duties assigned by project director.

II.  PROGRAM ASSISTANCE

1. Assist with the recruitment of volunteers via community outreach and networking.
2. Assist in the development and review of volunteer assignment plans.
3. Assist with special events or other duties as required by the program.
4. Attend internal and external meetings and events assigned by the project director.
5. Attend agency training programs, program staff meetings and department meetings required by the project director.
6. Promote SCP to prospective SCP volunteers and clients through speeches, fairs, and other activities at venues/events of interest to persons 55 and older.
7. Publicizes volunteer activities, opportunities, volunteers, and volunteer stations through area news media.

Qualifications

1. Organized and detail-oriented.
2. Able to work well with older adults and persons with disabilities
3. Knowledge of Microsoft Office Suite (Word, Excel, Outlook)
4. Must maintain valid Driver’s License- Position includes mileage reimbursement
5. Must maintain valid auto liability insurance.
6. Must have reliable transportation.
7. 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.