Events & Activities Coordinator; Council on Aging

FSLA Classification:  Non-Exempt

Hours:  37.5 hours per week

Department:  Council on Aging

Position Purpose: 

Provides planning and delivery of a range of activities and events to COA patrons aged 60 years and above living in Billerica primarily. Keep assessing the needs of patrons and revising the composition of offerings to meet heterogeneous needs.

Essential Functions:
(The essential functions listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. As needs of seniors change and the environment the COA operates in evolves, statements will be added or deleted. )

• Coordinates all aspects of planning and delivery including solicitation of supplemental funding. Plan for 3 months in advance as seniors must know what is coming up to arrange transportation, move around medical appointments and the like to enjoy these events
• Coordinates outreach to community partners such as assisted living communities in the area, companies such as Cabot Corporation, local banks, healthcare providers and local nonprofits such as the Lions Club and Sunshine Gals to secure appropriate resources and support. Visits to their sites, phone and mail communications establish relationships of trust.
• Maintain regular collaboration with social services agencies such as AgeSpan and healthcare entities such as Bear Hill Rehab Center, Life Care Center of Merrimac Valley and Kennedy Meadows Retirement.
• Conduct bi-annual evaluation of the range of offerings to assess changing needs from patrons and family caregivers such as to create connections across Generations, supporting the LGBTQ+ community, and offer fresh health and wellness preventative programming working with internal partners.
• Collaborates with other town departments such as Fire, Police, Board of Health, Facilities and the Town manager’s office for the successful execution of town wide and recreational events such as Yankee Doodle Day, The Fire Fighters BBQ, Billerica Holiday Festival for Senior Dinner and free pictures with Santa, both in December. Host several events with the library including monthly book club, technology support for our seniors and the Dementia Café monthly to support families.
• Responsible for the supervision of groups of volunteers acquired through the Volunteer Services Coordinator. Volunteers must acquire explicit details on expectations for successful participation in a range of events and activities.
• Attends trainings to acquire new skills in events management and partner seminars for updates to deliver educational programs in financial management, planning for retirement, wills and the like, trust funds, and health topics such as Medicare details, healthcare proxies and living wills in Massachusetts.
• Performs similar or related work as required, directed or as situations dictate

Recommended Minimum Qualifications:  

Education, Training and Experience

Four to six years (3-5) experience in events planning and design, or an equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of this job.

Knowledge, Ability and Skill:

Knowledge: Working knowledge of today’s world of aging services and the wide range of support needed to help seniors age in community with their well-being and dignity intact. Working knowledge of how local state and federal agencies work with communities such as AgeSpan, the Executive Office of Elder Affairs (EOEA) now the Executive Office of Aging & Independence, the MA Department of Public Health, the MA

Commission for the Blind, the MA Commission for the Deaf and Hard of Hearing, the Department of Transitional Assistance, the MA Department of Mental Health, the Registry of Motor Vehicles, and the MA Office of Consumer Affairs and Business Regulations and AARP. Working knowledge of personal computer hardware and office software (Word, Excel, PowerPoint, Outlook, Teams) to enhance communications and budgeting skills for large events for 350+ attendees. Solid knowledge of COA software called MySeniorCenter use by a large majority of the 350 COA’s in MA to help with online registrations, check-ins and tracking of data for reports to State Agencies partially funding our program and operations.

Abilities: Ability to assess individual and group needs with care and empathy such as in the delivery of the social group for women and the men’s group. Ability to set priorities and to complete multiple tasks in a detailed and effective manner, ability to take initiative follow through on goals and objectives, ability to work effectively with a diverse, older adult palpitation and family caregivers including the ability to negotiate resolutions to sensitive, confidential problems involving the patron and their families/spouses. Ability to multitask in an effective manner. Ability to mediate, collaborate and be patient and flexible. Skilled in responding to people with declining abilities and making appropriate referrals for services or information. Must be detailed oriented, organized and reliable.

Skill: Good listening skills and patience; organizational skills, imaginative and creative. Proficient oral and written communications skills. Proficient customer service skills. Proficient computer skills in the use of Microsoft Office, Publisher, graphics applications. Must be proficient at operating existing state-of-the art Bingo technology and other existing technologies that allow us to show movies and offer new exciting programs such as travelling the world through large screens in our events room.

PhysicalRequirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to walk, stand, sit, talk, and hear; operate objects, tools, or controls, pick up paper, files and other common office objects. Ability to view computer screens, and work with details for extended periods of time. Must be able to communicate written and verbally. Vision and hearing at or correctable to normal ranges. Regularly required to lift objects weighing up to 10 pounds.

Supervision:

Supervision Scope: The work consist of a variety of duties which generally follow standards practices , procedures , regulations and guidelines of a Council on Aging in Massachusetts, put forth by the Trade organization call MCOA and the state governance body for COA’s call the Executive Office of Elder Affairs now the Executive Office of Aging & Independence The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved , or sought, in a particular situation. Issues are referred to the Supervisor that fall outside the abilities of this individual to mediate and collaborate.

Supervision Received: Work is performed under the direction of the COA Director.

Supervision Given: Provide direct supervision, guidance and oversight to volunteers assigned by the Volunteer Services Coordinator per specifications submitted by this position to that department in a timely manner.

Job Environment:

• Work is performed under typical office conditions, this is a hectic, dynamic environment with multiple events, activities, training, and programs all happening concurrently. May be required to work outside of normal business hours for evenings and weekend events, attend trainings or meetings.
• Operate computer, telephone, facsimile, scanning, copier machine, calculator or other standard office equipment in today’s office.
• Employees have frequent contact with the public, older adult clients and families, social services and human services agencies, healthcare organizations, community agencies, entertainers and performers. Contacts are in person, by telephone, email, texts and involve a collaborative exchange that builds trust, and relationships of mutual worth.
• Has access to department-related confidential information including personnel records through the Admin Lead at the COA, when needed, and in consultation with supervisor.
• Errors could result in adverse public relations, delays in service and have legal and/or financial repercussions for the Town of Billerica.
• The Billerica COA has transformed itself from a “senior center” to an “active-adult center”. The staggering growth of seniors in town calls for staff that each day provide a local, trusted community gathering space, with access to information and opportunities for healthy aging and support in a highly social setting. Whether it is a place to share a meal, take a fitness class, learn a skill, exercise creativity, enroll in benefits, or simply hang out with friends, our center is a second home to many older adults and a leader in the region.

Application Process:  Qualified candidates should complete the online job application at:  www.billerica.gov and attach cover letter and resume. 

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)