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.…