JOB SUMMARY

The Volunteer and Activities Program Assistant supports the planning, coordination, and implementation of engaging programs and events that enhance the social, intellectual, cultural, and physical well-being of residents in the Independent Living community. Working under the direction of the Activities Manager, this position assists with program logistics, resident engagement, and the coordination and management of volunteers who support the Independent Living activities program.

This role works collaboratively with other departments to ensure a vibrant, inclusive, and welcoming environment for residents and volunteers.

ESSENTIAL JOB FUNCTIONS

Volunteer Program Coordination

• Develop, document, and implement a comprehensive volunteer program framework, including standardized policies, procedures, and best practices.
• Create and maintain volunteer role descriptions, onboarding materials, and structured training to ensure consistency and program quality, and support staff in adopting these processes.
• Establish a thorough new volunteer orientation process
• Establish and monitor key performance metrics and tracking systems to evaluate volunteer engagement, recruitment, retention, and overall program effectiveness.
• Lead the evaluation and implementation planning of a volunteer management system to support efficient program operations.
• Develop and execute recruitment strategies, including quarterly campaigns and community outreach efforts, to attract diverse and qualified volunteers.
• Collaborate with internal departments to identify volunteer needs and develop meaningful roles that support programs, events, and resident engagement.
• Coordinate volunteer scheduling, placement, and communication to ensure adequate coverage for activities, events, and outings.
• Serve as the primary point of contact for volunteers, providing orientation, guidance, and ongoing support.
• Maintain accurate volunteer records, including contact information, schedules, and service hours.
• Monitor and report on program outcomes, engagement trends, and recruitment efforts to support continuous improvement.
• Plan and facilitate volunteer recognition and appreciation initiatives.

Independent Living Programs & Events

• Assists the Activities Manager with the planning, setup, implementation, and breakdown of Independent Living programs, events, and community gatherings.
• Provides administrative support for the activities program including maintaining program calendars, uploading events to digital platforms, managing reservations, returning voicemails, and other office duties as assigned.
• Assists with coordinating group outings, special events, and resident programs.
• Helps prepare materials and supplies needed for scheduled activities and events.
• Assists residents in accessing and participating in scheduled activities and programs as needed.
• Works cooperatively with the Activities team to maintain adequate supplies and materials necessary to implement planned programs and events.
• Ensures a safe and welcoming environment during activities and events by monitoring activity spaces and addressing safety concerns appropriately.
• Maintains awareness of residents’ general well-being during activities and communicates any concerns to appropriate staff.
• Supports an inclusive environment that encourages social engagement and community participation.

Team Collaboration

• Participates in department meetings and assists with planning and coordination of community events and initiatives.
• Collaborates with other departments when coordinating programs, volunteers, and events.
• Ability to work occasional evenings and weekends as scheduled to support resident programs and special events.

Other Responsibilities

• Performs other duties as assigned.

QUALIFICATIONS

• One or more (1+) years of work experience in social/recreational programs, required
• One or more (1+) years of work experience in volunteer programs/coordination, required
• Experience with residents with all levels of dementia in an assisted living and long term care environment, preferred
• Bachelor’s degree in related field, preferred; High school diploma or GED, required
• Activity Professional Certified (APC) credential, preferred
• Valid Commonwealth of Virginia Commercial Driver’s License (CDL) with a Passenger Vehicle endorsement

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency with Google Suite, Microsoft Word, and Microsoft Excel; demonstrated experience with multimedia presentation software
• Knowledge of dementia and the ability to work with and assist in developing programs for residents in varying stages of illness
• Ability to tailor activities to individual needs, and a knowledge of area resources and cultural activities
• Strong interpersonal and communication skills with volunteers, residents, families, and interdisciplinary teams.
• Strong organizational and administrative skills and the ability to handle multiple priorities simultaneously in a fast-paced environment
• Ability to develop and manage volunteers, daily schedules and activities calendars with attention to maintaining efficiency and hospitality experience
• Ability to build and maintain professional working relationships with a strong customer service orientation and work compassionately and professionally with fellow team members, residents, prospective residents, family members, visitors, and the general public.
• Ability to follow through on projects and assignments delegated by the designated supervisor
• Ability to exercise sound judgment and respond appropriately in the event of an emergency
• Ability to physically assist residents with activities provided
• Ability to safely lift and carry a maximum of 50 pounds
• Ability to stand and walk throughout the day, as well as ability to move about the community to attend meetings, visit team members, and participate in or present at activities as needed.

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