Program Operations Coordinator
The mission of the Alzheimer’s Association is “To eliminate Alzheimer’s disease through the advancement of research; to provide and enhance care and support for all affected; and to reduce the risk of dementia through the promotion of brain health.” The Alzheimer's Association, New York City Chapter provides a variety of education, information and support services to persons with Alzheimer’s and dementia, their families, health care professionals, and the community. Reporting to the Program Operations Manager, the Program Operations Coordinator is a critical role for the Programs team, and is key to our increasing the reach and impact of our programs within the five boroughs of New York City, including priority diverse populations among Latino, African American, Asian, and LGBT constituencies.
The Program Operations Coordinator will have a significant focus on Programs and Services (care and support). In this space, the Program Operations Coordinator will work on: data management for educational events, support groups, early stage programs, and associated grant reporting; meeting and conference administrative and technical support; budget administration; volunteer administration; and marketing/communications support.
Other areas of focus will include office support for the Programs team, including inventory management, ordering office supplies, mailing and shipping, materials fulfillment, and provides administrative support to the Senior Director of Programs, as needed.
Specific Position Responsibilities:
- Ensures community event and associated information is entered into various Google Form/Spreadsheets, the Personify CRM system, and volunteer management systems in a timely and accurate manner.
- Collects post event information, including attendance reports, client satisfaction surveys, and demographic data forms for entry into various systems and for reporting.
- Assists with analysis of data for quantitative grant reporting and for other management-related reports.
- Maintains a contact database of constituents for programmatic, marketing and other purposes.
- Processes constituent information received from physician referrals and other inbound referrals.
MEETING AND CONFERENCE ADMIN & TECH SUPPORT
- Attends select education and Programs team events to provide technical support and coordination.
- Hosts events using video technologies.
- Provides video and audio technologies (teleconferences, webinars, live conferencing, and video streaming) support and trains staff on use of teleconference, webinars and other technology.
- Maintains inventory and ordering of materials to support the programmatic efforts of Program staff including brochures, office supplies, event promotional items, and technical equipment.
- Prepares materials for events and exhibits.
- Processes invoices in a timely manner.
- Updates budget spreadsheet for recordkeeping and invoice tracking.
- Stores invoices and vendor forms for reference and documentation.
- Performs monthly and annual budget reconciliations.
VOLUNTEER DEVELOPMENT AND COORDINATION
- Coordinates communication efforts that support volunteer participation, retention, and recognition for the Programs team, including:
- Maintains volunteer program documents and volunteer records,
- Tracks statistics concerning volunteer participation and reports on volunteer activity.
- Assists with recruitment, training, and supervision of volunteers for the Operations team.
- Coordinates volunteer recognition activities and events.
MARKETING AND COMMUNICATIONS
- Assists with development of event promotional materials, including a quarterly brochure, flyers, postcards, NYC Chapter website, and other promotional collateral.
- Develops targeted monthly e-blasts using Convio/Luminate and other online marketing tools; tracks effectiveness of campaigns.
- Bachelor's degree required.
- Data management, meeting/event support, meeting technology, and office administration experience required.
- Highly proficient with Google applications, especially Google Sheets, Forms, Docs, and Microsoft applications, especially Excel and Word.
- Self-starter, excellent technical, verbal and written communication skills.
- Strong organizational skills to plan, implement and problem solve.
- Ability to work with a wide range of people, including staff of all levels, persons with dementia, caregivers, organizations, and volunteers.
- Ability to work occasional evening and weekend hours as needed.
- Valid driver’s license or access to transportation to attend events.
- Ability to lift 35 pounds.
Working hours may vary according to program and service needs; occasional evening or weekend work and travel within the Chapter territory may be required.