Administrative Assistant

Position Overview

The Foster Grandparent Program Administrative Assistant provides administrative, volunteer support, training, and community outreach assistance to the Foster Grandparent Program. This position serves as a primary point of contact for Foster Grandparent volunteers and works closely with the Program Director to support volunteer engagement, recruitment, enrollment, training, recognition, and ongoing program activities.



The position requires frequent direct communication with Foster Grandparents, community partners, volunteer stations, and members of the public. The Administrative Assistant assists with facilitating trainings and in-service meetings, presenting program information, conducting community outreach and recruitment activities, and maintaining accurate program records.



Strong interpersonal, communication, public speaking, organizational, and networking skills are essential for successful performance in this position.





Essential Functions

I. Foster Grandparent Volunteer Support



Serve as a primary point of contact for Foster Grandparent volunteers and provide consistent, professional, and responsive communication.



Maintain regular contact with volunteers to provide program information, reminders, support, and follow-up as needed.



Document volunteer communications, calls, concerns, and other important information in Volunteer Reporter and other appropriate program records.



Track important Foster Grandparent dates, including birthdays, anniversaries, recognition opportunities, and other volunteer milestones.



Prepare and distribute monthly Foster Grandparent Program newsletters containing program updates, accomplishments, upcoming activities, recognition, and other relevant information.



Conduct on-site visits and observations within the fourteen-county service area as needed.



Build and maintain positive working relationships with Foster Grandparents, volunteer stations, community partners, and program staff.



II. Community Outreach and Volunteer Recruitment



Assist the Program Director with recruitment activities to support achievement of annual volunteer participation and service-hour requirements.



Attend relevant community, networking, senior, civic, and other meetings to promote the Foster Grandparent Program.



Present information about the Foster Grandparent Program and volunteer opportunities at senior centers, churches, community events, and other appropriate locations.



Conduct community outreach to increase awareness of the Foster Grandparent Program and encourage participation by eligible volunteers.



Develop and maintain positive relationships with community organizations and other potential referral and recruitment sources.



III. Volunteer Enrollment and Training



Assist the Program Director with the enrollment and orientation of new Foster Grandparent volunteers.



Assist new volunteers with completing required enrollment forms, documentation, and program paperwork.



Assist with and facilitate pre-service training for new Foster Grandparent volunteers as assigned.



Provide information regarding Foster Grandparent Program policies, procedures, expectations, and volunteer responsibilities.



Provide an overview of the Foster Grandparent Handbook and Timesheet Packet.



Communicate effectively with new and existing volunteers regarding training requirements and program expectations.



IV. In-Service Training, Meetings, and Volunteer Recognition



Assist the Program Director with planning, coordinating, and organizing required in-service meetings, trainings, and annual volunteer recognition activities.



Make reservations and coordinate logistical arrangements for in-service meetings and recognition events.



Create and distribute flyers, notices, and other communications to Foster Grandparents regarding required meetings, training, and events.



Prepare agendas, sign-in sheets, handouts, presentations, and other educational materials.



Assist with or facilitate in-service training meetings, including presentation of assigned training topics and program updates.



Communicate program information and training material clearly and effectively to groups of Foster Grandparents.



Track volunteer in-service training hours to help ensure program requirements are met.



Maintain accurate digital and physical records documenting in-service meetings, trainings, attendance, and recognition events.



V. Administrative and General Office Support



Attend meetings, trainings, and other activities related to the position.



Greet visitors and direct them appropriately or take messages.



Create and maintain files, documents, forms, flyers, correspondence, and other program materials as needed.



Maintain organized and accurate program records.



Perform general office and clerical duties necessary to support the Foster Grandparent Program.



Assist the Program Director with special projects, events, and program activities.



Perform other related duties as assigned by the Foster Grandparent Program Director.



Work Experience

Required Experience:

Less than 1 year

No Details

Physical Demands and Work Environment

Travel throughout the fourteen-county service area.



Must be able to lift up to 40 pounds.



Frequently sits for extended periods while working at a computer.



Must be able to communicate effectively in person, by telephone, and in writing.



Requires attention to detail, organizational skills, and the ability to manage multiple priorities, maintain confidentiality, and meet established deadlines.



Education

Required Degree Level:

High School

No Details

Skills

Interpersonal Skills, Communication Skills, Phone Etiquette, Organizational Skills, Multitasking, Office Administration, Multi-generational Awareness, Volunteer Coordination, Event Coordination, Data Entry, Time Management, Microsoft Office, Customer Service