Senior Citizens Center Service Coordinator

GENERAL DEFINITION OF WORK

To provide ongoing support and resources for seniors in the Wilson County area who face a wide variety of challenges, including medical accessibility, affordable housing, transportation, and illiteracy. The Service Coordinator will recruit, train, schedule, and oversee volunteers to ensure the quality of services and support programming needs. The Service Coordinator will provide services to seniors aged 55 and older, either by meeting with them face-to-face or by phone.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following, but are not limited to:

Support and Resources:

• The incumbent will be responsible for assisting seniors in finding resources related to senior and aging issues.
• Serve as an advocate within the community by aiding in resource navigation and maintaining accurate records.
• Coordinate transportation services for seniors.
• Assist seniors in finding care through providers and agencies.
• Act as an advocate between seniors and their families, ensuring understanding and fostering a safe environment within the community.
• Research and seek new initiatives and opportunities to provide additional programming and services for older adults in the district.

Manage Volunteer Programs:

• The Service Coordinator is responsible for cultivating and overseeing all aspects of volunteer engagement at the senior center.
• The core responsibilities include serving as the primary contact for individuals and groups seeking volunteer opportunities, as well as managing volunteer efforts to support the senior center. This includes recruitment, training, scheduling, and coordination of volunteers.
• Plan, coordinate, and supervise projects both at the senior center and at offsite opportunities.
• Establish a Volunteer Recognition Program.
• Train all volunteers on food safety, hospitality, and organizational expectations.
• Support the mission of the organization and demonstrate empathy for those who are economically disadvantaged.
• Engage in grant writing, public speaking, and community awareness initiatives.
• Perform community outreach and networking to establish relationships with businesses and organizations that support seniors.
• May provide notary services and other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Interpersonal Skills:

• Excellent communication skills (both written and verbal) with the ability to engage effectively with individuals from diverse backgrounds.
• Demonstrates patience, empathy, and the capacity to build strong, trusting relationships with seniors, their families, and volunteers.
• Ability to handle sensitive situations with compassion and professionalism while maintaining a positive and welcoming atmosphere for everyone.

Organizational Skills:

• Strong ability to manage multiple tasks and prioritize effectively, ensuring that the needs of seniors and volunteers are met in a timely manner.
• Skilled in organizing and maintaining accurate records, including volunteer schedules, client information, service requests, and program outcomes.
• Capable of developing and implementing systems that enhance efficiency in daily operations while maintaining attention to detail.

Communication Skills:

• Excellent verbal and written communication skills, allowing for clear and effective interaction with volunteers, staff, seniors, and community members.
• Proficient in conveying important information in a way that is accessible and understandable to a variety of audiences, including through emails, reports, newsletters, and phone calls.
• Able to actively listen to concerns, offer guidance, and provide regular updates regarding services, programs, and events.

Volunteer Management:

• Extensive experience in recruiting, training, assigning tasks, and retaining volunteers.
• Able to identify the right volunteer skills for specific roles and match them with appropriate activities.
• Skilled in addressing volunteer concerns, providing ongoing support, and ensuring volunteers feel valued and motivated.
• Able to create and implement volunteer programs that promote engagement, retention, and satisfaction, while also aligning with the goals of the senior center.

Event Planning (Potentially):

• Ability to plan, organize, and execute events and activities for seniors, ensuring that they are engaging, educational, and enjoyable.
• Experience in coordinating logistics, promoting events, securing necessary resources, and working with staff and volunteers to manage operations.
• Knowledge of community resources to support events, such as local businesses, service providers, and organizations.
• Capable of adapting events to meet the needs and preferences of seniors, ensuring accessibility for all participants.

Computer Skills:

• Proficient in using various software programs for data entry, scheduling, and communication, including Microsoft Office (Word, Excel, Outlook), and volunteer management systems.
• Skilled at maintaining accurate and up-to-date records in databases, ensuring that all relevant information is easily accessible.
• Able to use technology to streamline tasks, communicate effectively with staff and volunteers, and track program outcomes.
• Comfortable learning and adapting to new software tools as needed.

Problem-Solving:

• Strong problem-solving skills, with the ability to think critically and creatively to address issues that arise in the day-to-day operations of the senior center.
• Able to identify potential challenges early and implement solutions that benefit both seniors and volunteers.
• Willing to step in and resolve conflicts or concerns quickly and effectively, ensuring minimal disruption to services.
• Able to make informed decisions, prioritize tasks, and communicate solutions to stakeholders.

Adaptability:

• Highly adaptable to changing environments, needs, and priorities.
•  Able to respond quickly and effectively to unexpected challenges, such as last-minute volunteer cancellations, urgent requests for assistance, or changes in program schedules.
• Willing to adjust work hours, including evenings or weekends, to accommodate special events, urgent community needs, or senior requests.
• Capable of staying calm under pressure and adjusting priorities as needed to meet the dynamic needs of seniors and the senior center.

Teamwork:

• A collaborative team player, able to work effectively with other senior center staff members, volunteers, and community partners.
• Skilled at fostering a positive, inclusive work environment where everyone feels valued and supported.
• Able to share knowledge and resources with colleagues, provide constructive feedback, and contribute to team goals.
• Strong interpersonal skills that allow for effective coordination with other departments and agencies to ensure seamless service delivery for seniors.

Confidentiality:

• Committed to maintaining the confidentiality and privacy of sensitive information related to seniors, volunteers, and other stakeholders.
• Familiar with and dedicated to complying with relevant privacy laws and regulations, including HIPAA, to ensure that personal information is securely stored and shared only with authorized individuals.
• Takes care to protect the integrity of client and volunteer records, maintaining trust and respect within the community.

Customer Service:

• Providing outstanding customer service to seniors, volunteers, and community members, ensuring they have a positive, supportive experience.
• Demonstrates active listening skills, responding to concerns and requests in a timely and empathetic manner.
• Works proactively to address any issues, questions, or challenges that arise, and ensures that all individuals feel heard, valued, and respected.
• Fosters a friendly, inclusive environment where everyone feels welcome and cared for.

EDUCATION AND EXPERIENCE REQUIRED

Bachelor’s degree from accredited college or university with coursework or degree in a relevant field (i.e. marketing, management, communications, planning, human resource management, volunteer management, and/or organizational development.) Equivalent combination of education, training, certifications and experience may be considered in lieu of bachelor’s degree.

AND

Five years or more of experience working with volunteers, along with knowledge of volunteer engagement and management, or experience in membership coordination or related services, is required. Additionally, Experience with using publishing software and graphics to create effective written communications or promotional materials is strongly desired or must demonstrate ability to learn these skills quickly. Lastly, direct experience working with elderly populations or persons with disabilities is required.

CERTIFICATIONS REQUIRED
State Health Insurance Program (S.H.I.P.) Certification is required or ability to obtain certification within 12 months of hire.

DRIVER LICENSE REQUIREMENTS

Valid Tennessee Driver's License and clear driving record is required.

WORK ENVIRONMENT, PHYSICAL DEMANDS AND REASONABLE ACCOMMODATIONS

The physical demands described here are representative of those that must use hands to finger, and to handle or feel objects, tools, or controls. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, use of measuring devices, operation of motor vehicles, determining the accuracy and thoroughness of work and observing general surroundings and activities. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds or more.                                                                                           

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job is performed generally in an office environment using general office equipment. Some travel between senior residences and City offices is required to conduct meetings. The noise level in the work environment is usually quiet. They may be called in at short notice. Must be able to operate a motor vehicle to travel locally, throughout Lebanon or Wilson County. Occasional travel may require the business use of personal vehicle, mileage is reimbursed by the City of Lebanon. Incumbent will be required to maintain bodily injury/liability insurance at 100/300 and provide proof on insurance up on hire.

It shall be the responsibility of the City of Lebanon Senior Center to assess the type(s) of reasonable accommodations which may be necessary to allow the individual to perform the essential functions of this role and to provide such necessary reasonable accommodations to a qualified individual with a disability, provided that nothing herein shall be construed to require the provision of reasonable accommodations if doing so will impose an undue hardship on the employing agency or a direct threat to the safety of himself/herself or others. 

This position is a safety sensitive or security position.