Program and event coordinator

Job Summary

Under general supervision of the Senior Services Director, the Program and Event Coordinator works as part of a team to provide a broad spectrum of programs and activities for the residents of Warren Township, ages 55 and older, designed to enhance their current lifestyle. The Program and Event Coordinator is responsible for the planning, organization and implementation of community recreation programs including trips, special interest classes, and activities. The Program and Event Coordinator may also work with other departments to plan Township events outside of Senior Services.

This is a full-time exempt, salaried position. General Senior Services hours are Monday through Friday, 8 a.m. to 4 p.m. This position requires the ability to travel with Senior Services members on day trips as well as overnight trips/tours, locally and abroad, that could be up to two weeks long. During travel periods, availability is required for early mornings, evenings, weekends, and holidays.

Job Specifications

Minimum Education, Experience and Certification

• Must be 25 years of age or older with a valid Driver’s License.
• Ability and willingness to drive 15-person Township (or Pace) bus/van required.
• Must pass a criminal and motor vehicle driving record background check, Department of Transportation physical exam, FTA drug test, and successfully complete a Pace training program.
• High school diploma/GED equivalency with 4+ years working in a related field with adults 55+ required; bachelor’s degree preferred.
• American Red Cross First Aid/CPR certification, or ability to obtain within 2 months of hire.
• Illinois Food Handling certification, or ability to obtain within 2 months of hire.
• Valid passport for international travel, or ability to obtain.
• Strong computer skills required. Proficiency in Microsoft Office™ products and smart phone skills required. RecTrac™ experience a plus.
• Notary public commission preferred.
• RecTracTM experience a plus.
• Ability to travel with Senior Services members on local and overnight trips, and participate in tours as needed.

Please send resumes to [email protected]. Please no phone inquiries or walk-ins.

Essential Duties & Responsibilities

• Plan, implement, and maintain programs, special interest classes, and activities that engage residents of Warren Township age 55+. Plan and implement events and activities for other Township departments as needed.
• Coordinate room scheduling and room usage for all programs, including recommending floor plans and overseeing setup/cleanup.
• Enter and manage data into RecTrac™ related to program registration and rosters.
• Generate daily reports for registrations, deposits, and budget allocations; ensure revenues balance and create daily deposit sheets.
• Ensure program photos are taken for promotional purposes. Maintain bulletin boards.
• Create program descriptions for quarterly newsletter(s). Submit to Director(s) for approval.
• Assist in procuring equipment and supplies needed for programs and activities.
• Build and maintain professional relationships with transportation providers and activity vendors.
• Research and recommend venues, activities, and new program ideas based on member interests and trends.
• Transport members to and from local venues using Township bus and van.
• Assist with overflow work from Senior Services.
• Handle food ordering, preparation and oversight of serving, and cleanup of monthly luncheons.
• Respond to member/participant needs and emergencies while on trips.

Knowledge, Skills and Abilities

• Possess good leadership and communication skills and enjoy working with adults age 55+.
• Ability to develop ideas and create programs which motivate and engage adults age 55+, as well as expand (or eliminate) the offerings based on feedback from the participants, Director(s), and staff.
• Ability to work in unstructured settings and situations and positively adapt to change.
• Proficiency in Microsoft Office™ products, smart phones, and ability to adapt to new systems quickly (e.g., RecTrac™, ADP™, Tyler™).
• Skilled at making a positive contribution individually and working constructively within a team.
• Ability to evaluate situations, consider alternatives, and make decisions independently while maintaining professional boundaries and confidentiality.
• Ability to work both indoors and outdoors, and travel overnight if needed.
• Ability to exercise discretion and independent judgment.

Please send resumes to [email protected]. Please no phone inquiries or walk-ins.

Physical Requirements & Working Conditions

Working conditions involve both office-based administrative work as well as a physically active environment requiring supervision of programs, events, and travel experiences for adults aged 55 and older. The following physical and mental demands represent the requirements for successfully performing the essential functions of this job.

May be required to sit or stand for extended periods. Must possess mobility to work in a standard office setting with office equipment, including a computer and smart phone, and stamina to maintain attention to detail despite interruptions. Strength to lift, carry, push, or pull program supplies up to 25 pounds but occasionally up to 50 pounds; set up and break down of materials for onsite programs or events; move throughout indoor and outdoor facilities as needed; remain physically active and responsive during extended program hours.

Vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone. Maintain visual and auditory acuity sufficient for communication with and monitoring large groups in varied environments.

Participate in local, overnight, and international travel, including trips of up to two weeks duration. Walk and stand for prolonged periods across varied terrains (e.g., stairs, cobblestones, inclines, uneven pavement, mountain trails). Board and disembark from buses, vans, trains, ferries, boats, trolleys, and planes, including navigating narrow and crowded areas. Function in variable environmental conditions, including inclement weather, heat, cold, and elevation changes. Remain alert, mobile, and communicative during extended travel days (up to 12-16 hours). Available and able to respond to participant needs and emergencies while on trips.

In accordance with applicable federal and state law, including the Americans with Disabilities Act (ADA), reasonable accommodations may be made for qualified individuals with disabilities. However, the physical duties associated with travel and participant supervision are essential to this role and cannot be reassigned or waived without fundamentally altering the position.

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person