Program Assistant and Volunteer Coordinator

Job Overview

The Programs Staff Assistant and Volunteer Coordinator will assist with the day-to-day tasks in helping the programs department run smoothly and successfully. This person will be responsible for assisting The Community Program Coordinator in the building and maintaining of Circle of Friends programs within the area schools and planning and executing Youth Activity Days for those. This person will be responsible for communicating with necessary parties including but not limited to volunteers, participants, community members and staff. This role will be responsible as well for marketing, designing calendar and executing Shooting Star Self Advocate Potlucks, Discovery Days and Small Steps when training is completed. This person will also be responsible for creating supply lists, making reservations, creating flyers and communicating with families, using Camp Minder for communication and enrollment purposes, assisting with special events and program set up/tear down, and other duties as assigned. They will also be responsible for planning and executing at minimum 2 mini tours each year after training is complete.

During the summer programming season, this position will transition with the rest of the department into summer mode and complete additional tasks as needed. This includes but is not limited to; supply purchasing/organization, checking in campers each day, scheduling/communicating with volunteers, planning and coordinating group activities.

ESSENTIAL FUNCTIONS:
-Collaborate with the Programs team

-Assist in the Planning, Coordinating and execution the Circle of Friends program alongside the Community Program Coordinator.

-This includes but is not limited to:

- Building relationships with sponsor teachers/schools

- Outreach to schools and bi-weekly communication with sponsor teachers and principals

- Putting together and executing Youth Activity Days

- Outreach to buddies for potential employment

- Visiting schools to facilitate meetings and buddy get togethers

Plan, Coordinate and execute Discovery Days

This includes but is not limited to:

- Putting together a schedule with provided template

- Monitoring and establishing a budget

- Communicating with lead staff for schedule of program activities

- Gathering supplies

- Sending schedules to families

Plan, Coordinate and Execute Small Steps

This includes but is not limited to:

- Putting together a schedule with full supply list and budget breakdown

- Creating a schedule with provided template

- Monitoring and establishing a budget

- Doing necessary prep work

- Communicating schedule and tasks with volunteers

- Communicate with community members to coordinate partnerships

Plan, Coordinate and Execute Self Advocate potlucks/forums and events

This includes but is not limited to:

- Creating a schedule

- Creating and monitoring RSVPs

- Planning events throughout the year

- Communicating with community sponsors and volunteers

Assist with creating calendars

Assist with the other programs and activities of AbilityPoint including, but not limited to: Mini Tours, YESS, Adult Days,

Evening Activities, Self-Advocacy, Lunch Bunch, CREW, Walking Club, Break Camps, and other events hosted by

AbilityPoint throughout the year working directly with clients, volunteers, and staff.

Assist with redeveloping and executing the CREW Program
Assist when intervention with behavioral challenges are needed and proper training is completed

Complete necessary programs evaluations based on set calendar

Create and execute a weekly email to all staff regarding upcoming activities and previous week in review

Send emails on behalf of the programs department as necessary (to individuals, agencies, etc)

Organize and maintain storage spaces and offices.

Review Incident Reports for revision, errors, escalation or completion.

Communicate to the Programs Manager those that need to be submitted to AIRS

Send emails on behalf of the programs department as necessary (to individuals, agencies, etc)

Maintain, gather, and purchase supplies for events as needed

Other duties as assigned

Attend volunteer fairs

Develop creative ways to source volunteers

Utilize Circle of Friends to build relationships with the buddies as potential staff and volunteers

Be a reliable contact for programs volunteers

Schedule and assign tasks for volunteers as applicable

Communicate necessary information to volunteers in a timely manner

Other duties as assigned

Assist special events for AbilityPoint including but not limited to: Car Show, Swap Meet, Bus Barn Sale, EDGE, and Program events.

Assist with event set up and tear down, supervising volunteer groups, helping plan and implement activities and events

throughout the year.

Other duties as assigned

Create flyers and schedules

Assist families with application and completion of proper documents.

Monitor documents and follow up with physicals and IEPs needing updated

Use templates to communicate program and schedule information to families

Keep up on added features in Camp Minder

Run reports in Camp Minder

Communicate with staff hired for Discovery Days and other programs as needed

Communicate with volunteers as needed

Other duties as assigned

Education Requirements:

High School Diploma/Associate's degree or 2 years of experience working in a similar role

Experience Requirements:

● Minimum of 2 years of experience in IDD field

● Valid driver’s license, CDL preferred but not required, and adequate driver’s record.

● Experience in Microsoft Word, Excel, PowerPoint, Access

● Demonstrate a positive, professional appearance and attitude, sensitivity to participants’ issues and feelings, and

excellent communication skills.

Physical Requirements:

Prolonged periods of standing and walking with each event and activity. Must be able to lift 50 pounds at times. Must be able to bend, squat and climb stairs. Must be able to hold a squatting position for a minimum of 20 seconds. Must work some nights and weekends.

Pay: From $15.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $15