Aging Services Program Assistant

Coordinated Care Services, Inc.; City of Rochester, Northern (NY, KY); Hybrid; USD 19,000 - 28,000; Full time

Job summary

Coordinated Care Services, Inc. is seeking an Aging Services Program Assistant to help connect volunteers with older adults and strengthen community programs.

In this role you will handle administrative tasks, manage volunteer records, support trainings, and build partnerships with community organizations to ensure programs run smoothly and effectively.

Qualifications

• 2+ years of office experience performing administrative tasks.
• High school diploma or higher; AAS preferred.
• Bilingual proficiency required.

Responsibilities

• Assist Program Specialists with preparing, distributing, and tracking volunteer time sheets.
• Process volunteer payroll and mileage reimbursements.
• Maintain accurate volunteer records and data in the volunteer database.
• Assist the Director of Aging Services with volunteer team reviews and documentation.
• Respond to and help resolve concerns involving volunteers, sites, and clients.
• Support the coordination and facilitation of trainings and volunteer meetings.
• Maintain records in compliance with agency policies and funding requirements.
• Attend program meetings, conferences, and trainings to support development and effectiveness.
• Establish and maintain relationships with community organizations and partner agencies.
• Support special projects, events, and other initiatives that advance program goals.
• Other related duties as assigned.

Skills

Bilingual proficiency

Microsoft Office

Education

High school diploma + 2 years office experience

AAS degree + 1 year office experience

Tools

Volunteer database software

Job description

Are you passionate about supporting older adults and making a meaningful difference in your community? Join our team as an Aging Services Program Assistant and help ensure our volunteer programs operate smoothly and effectively, connecting dedicated volunteers with the individuals and communities they serve.

In this role, you’ll provide essential administrative and program support, helping coordinate volunteers, maintain accurate records, support trainings and meetings, and build strong relationships with community partners. Your attention to detail, organization, and commitment to service will help strengthen programs that allow older adults to remain connected, supported, and engaged in their communities.

If you’re organized, collaborative, and enjoy work that combines administrative responsibilities with meaningful community impact, we invite you to apply!

Work Schedule:

Full-Time, 37.5 hours per week (Monday – Friday, 8:30am – 5pm)

Pay Rate:

$17.00 per hour

Essential Job Duties

• Assist the Program Specialists with preparing, distributing, and tracking volunteer time sheets to ensure timely and accurate submission.
• Process volunteer payroll and mileage reimbursements in accordance with agency procedures.
• Maintain accurate volunteer records and data within the volunteer database.
• Assist the Director of Aging Services with volunteer team reviews and performance documentation.
• Respond to and help resolve concerns involving volunteers, sites, and clients in a professional and timely manner.
• Support the coordination and facilitation of in-service trainings and volunteer meetings.
• Maintain required records and documentation in compliance with agency policies and funding requirements.
• Attend program meetings, conferences, and trainings to support ongoing professional development and program effectiveness.
• Establish and maintain cooperative relationships with community organizations and partner agencies.
• Provide support for special projects, events, and other initiatives that advance program goals.
• Other related duties as assigned.

Qualifications

• High school diploma with at least 2 years of office experience performing administrative and clerical tasks OR AAS degree with 1 year of office experience, preferred.
• Bilingual proficiency required.

Knowledge, Skill and Abilities

• Proficient in maintaining and managing accurate volunteer databases and records.
• Excellent organizational, planning, and problem-solving skills.
• Demonstrated ability to assist with training sessions, in-service events, and volunteer development activities.
• Ability to build and maintain cooperative relationships with community organizations, volunteers, and clients, including the elderly.
• Proficient in Microsoft Office applications, including Windows, Word, Publisher, Excel, and Access.
• Demonstrated ability to work effectively both independently and as a member of a team, while maintaining professionalism and confidentiality.
• Flexibility to adapt to changing priorities and support special events, meetings, and conferences as needed.

Physical Elements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to physically perform stooping, kneeling, walking, lifting, grasping, pulling, standing, talking, hearing, running.
• Must be able to perform light work exerting up to 35 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

The agencies are equal opportunity employers and do not discriminate on the basis of any legally protected status or characteristic.

Protected veterans and individuals with disabilities are encouraged to apply.