Program Coordinator-Operations & Administration

City of Santa Fe Springs; Winder (GA); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Santa Fe Springs is seeking an administrative assistant to support the Senior Center Manager and act as the primary contact for participants, families, and community members.

The role covers client services, records management, daily administrative operations, reporting, budgeting, and ensuring a welcoming environment for all visitors.

Qualifications

• Associate degree in Adult Education, Business or a related field.
• Two years of experience in senior program/curriculum development, adult education, or related field.
• Valid driver’s license.

Responsibilities

• Oversee client registration, intake, and record management.
• Maintain accurate records, files, databases, and administrative documentation.
• Prepare, compile, and maintain reports, correspondence, and program documentation.

Education

Associate degree in Adult Education, Business or a related field

Job description

This position provides administrative and operational support to the Senior Center Manager and serves as the primary point of contact for participants, families, and community members. The role is responsible for coordinating client services, maintaining participant records, overseeing daily administrative functions, and ensuring the efficient operation of the Senior Center's office and support services. This position also assists with reporting, compliance, customer service, and other administrative processes that support the delivery of high-quality programs and services.

Client Services

• Oversee client registration, intake, and record management
• Address participant questions and concerns professionally
• Ensure a welcoming, inclusive, and supportive environment
• Welcome new visitors and administer tours as needed

Administrative Operations

• Oversee and coordinate daily administrative operations to ensure efficient and effective functioning of the center.
• Maintain accurate records, files, databases, and administrative documentation in accordance with organizational policies.
• Prepare, compile, and maintain reports, correspondence, and program documentation.
• Ensure compliance with organizational policies, procedures, and applicable regulations.
• Provide general administrative support to leadership and staff to promote efficient operations.

Staff Coordination & Task Delegation

• Provide guidance and support to ensure consistent customer service and administrative practices.
• Communicate and coordinate operational updates with staff, including transportation schedule changes, meal delivery modifications and new client enrollment to ensure accurate daily service delivery.

Records Management

• Maintain meal service logs and document mileage records with staff.
• Ensure accurate tracking, documentation, and reporting of program participation and related data.

Financial & Budget Support

• Assist the Manager with budgeting processes including tracking expenditures and monitoring program budgets.
• Compile financial documentation and assist with preparation of budget-related reports.

Minimum Requirements To Perform Work

• Associate degree in Adult Education, Business or a related field;
• Two years of experience in senior program/curriculum development, adult education, or related field,
• Valid driver’s license;
• or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job

Knowledge, Skills And Abilities

• Knowledge of senior citizen programming strategies;
• Knowledge of county and departmental policies and procedures;
• Extensive knowledge of modern office practices and procedures;
• Thorough knowledge of supervisory principles and practices;
• Advanced proficiency in computers and job-related software programs;
• Skill in prioritizing and organizing work