Senior Programs & Enrichment Coordinator

Institute on Aging; San Francisco (CA); On-site; USD 47,000 - 48,000; Full time

Job summary

Institute on Aging (IOA) seeks an organized administrative support specialist to handle enrollment, client records, transportation coordination, and supply management for the Enrichment Center and related programs.

You will support referrals, maintain records, manage transportation and supplies, and assist program directors with audits and compliance tasks while ensuring smooth daily operations.

Qualifications

• Five years of program or administrative experience.
• Interest and ability to support older adults, particularly persons with dementia.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Ability to maintain effective relationships with a wide range of internal and external clients.
• Team player and collaborative mindset.
• Excellent written and oral communication skills.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Provide core administrative support to the Enrichment Center and related programs.
• Assist with client referral to enrollment process and maintain client records compliance.
• Coordinate transportation, supply management, and program logistics.
• Enter enrollment status updates and notes into the electronic health record within 2 business days.
• Collaborate with program partners and grant funders as needed.
• Support daily team meetings and audit readiness activities.
• Ensure safety protocols and emergency procedures are understood and followed.

Skills

Organizational skills

Communication

Team player

Relationship management

Education

Bachelor’s degree

Equivalent experience

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults and adults with disabilities maintain their quality of life.

With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission.

Serving as the key administrative support team member to the Enrichment Center and supporting other Companioa Programs, this role requires a highly organized and proactive individual to ensure maximum efficiency and streamline operations in a highly dynamic team. Primary duties include supporting client referral to enrollment process, client records compliance, transportation management, supply management, and program coordination.

Prospects, Tours & Enrollments

• Maintain a thorough knowledge of all dementia services to communicate Companioa programs effectively and accurately to referral sources, prospects, and other visitors to the Enrichment Center.
• Receive all incoming calls to main line at the Enrichment Center & provide response within 1 business day.
• Facilitate tours of the Enrichment Center for prospects and referral sources as needed and conduct timely follow up after tour to identify next steps.
• Proactively engage Director as enrollment barriers arise.
• Assist new client / family with Enrichment Center enrollment paperwork.
• Ensure all new clients have a successful transition to designated Companioa programs.
• Assist in completing & submitting transit applications and supplemental documentation for all impacted new enrollees.
  
  

Client Records & Billing Management

• Maintain daily attendance log with updates, notes, and client-specific needs.
• Enter client status updates (enrollment, disenrollment, hold, etc.) and notes for all communication with prospects and clients into electronic health record within 2 business days.
• Maintain accurate and up-to-date records for all funder & grant contracts using required systems.
• Completely and accurately follow client file checklists to ensure files are complete, current, and in compliance with licensing.
• Manage client roster for Enrichment Center and Care Coaching programs. This includes, providing enrollment and disenrollment information in the client health record and submitting accurate attendance reports to billing department.
• Maintain emergency rosters for all enrolled clients with a minimum of monthly updates.
• Collaborate with program liaisons at Veterans Administration, SF Department of Disability and Aging Services, and other grant/funders as needed.
  
  

Transportation

• Manage relationship and requests with outside transit providers, this includes assisting clients with Paratransit enrollment and coordinating requests for Group Van services, including participation in stakeholder meetings.
• Maintain transportation manifests for multiple providers.
• Document unmet and untimely service in internal logs & communicate with vendors in real time.
  
  

Supply & Vendor Management

• Coordinate meal service with outside vendor to ensure accurate count of meals based on forecasted Enrichment Center attendance.
• Maintain adequate stock of program materials and supply and replenish proactively.
  
  

Other Duties

• Participate in daily team meetings to inform Enrichment Center staff of the anticipated daily attendance and other details regarding prospects and other visitors.
• Assist Program Director in audit readiness and ongoing monitoring tasks to ensure compliance with state licensing regulations and other service contracts.
• Maintain knowledge of all safety and emergency protocols to effectively direct staff, clients, and visitors.
• Support Enrichment Center programs, including meals and activities, as needed.
• Actively participate in Companioa and IOA meetings.
• Other duties as assigned.
  
  

Education

Bachelor’s degree or equivalent experience.

Background And Experience

• Five years of program or administrative experience
• Interest and ability to support older adults, particularly persons with dementia
• Strong organizational skills with the ability to prioritize tasks and meet deadlines
• Ability to maintain effective relationships with a wide range of internal and external clients
• Team player
• Excellent written and oral communication skills
• Computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
  
  

Physical Requirements

• Ability to lift 35 lbs
• Ability to reach, bend and walk
  
  

Compensation

Range: $ 34 - 35.50/hourly

This amount is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific employee, which is always dependent on actual experience, education and other factors.

This range does not include any additional equity, benefits, or other non-monetary compensation which may be included.