Position Summary 

We are seeking a dependable, organized, flexible, and service-oriented individual to support the Program Manager and Engagement Coordinator within a congregate living community.

This position provides practical administrative, operational, resident, and program support to help the community run smoothly. The ideal candidate enjoys working with adults across the continuum of aging, anticipates needs, follows through on details, and remains calm and helpful when priorities change.

Duties are largely performed on-site within a large apartment building working with a group of 12-15 professional women who are part of a religious community. Performs all duties in a manner that fosters the achievement of the organization’s mission to identify choices and provide services to help people of all ages, abilities, and incomes to live at home. 

Key Responsibilities 

Administrative & Operational Support

• Assist the Program Manager with day-to-day community operations, scheduling, communication, recordkeeping, and follow-up.
• Coordinate congregate meals and help foster opportunities for social connection.
•  Maintain calendars for resident appointments, aide schedules, programs, transportation, meetings, and other community activities.
• Coordinate housekeeping, meal preparation, transportation, vendors, and other direct services.
• Monitor the scheduling and quality of direct services and promptly communicate concerns or changes to the appropriate Sage Care Navigator or provider.
• Assist residents with technology, including email, Zoom, transportation applications, and other online resources.
• Arrange transportation and, when needed, accompany residents to routine medical appointments, meetings, outings, and other activities.
• Maintain inventories and coordinate the purchase of household, personal, and communal supplies; maintain appropriate receipts and expense documentation.
• Support required financial recordkeeping and participate in relevant meetings when requested. Meet with Sage Care Navigators at least twice monthly to support communication and continuity of resident care.
• Provide trained backup support for after-hours or urgent community needs when assigned.

Resident Engagement & Program Support

• Get to know residents individually, including their interests, preferences, abilities, histories, and goals.
• Support the Engagement Coordinator in planning meaningful opportunities for socialization, learning, recreation, wellness, culture, and community involvement.
• Assist with on-site programs, outings, virtual programs, guest speakers, performances, educational opportunities, and special events.
• Coordinate program logistics, including registrations, reservations, transportation, supplies, room setup, vendor communication, and resident reminders.
• Research community resources, speakers, programs, and low-cost opportunities that reflect residents' interests.
•  Encourage participation while respecting each resident's independence, preferences, and right to choose.
• Help evaluate participation and feedback to strengthen future programming.

Resident Communication & Team Support

• Maintain a warm, respectful, visible, and approachable presence within the community.
• Serve as a communication resource for residents, ensuring that schedules, events, meetings, announcements, and changes are communicated clearly.
• Respond to routine resident questions and requests and ensure appropriate follow-through.
• Recognize and communicate emerging concerns or unmet needs to the Program Manager, Engagement Coordinator, or Sage Care Navigator as appropriate.
• Provide reliable backup for routine administrative and coordination responsibilities during planned or unexpected absences.
• Maintain clear documentation and communication to support smooth handoffs and continuity.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Requirements

Education

• Associate's or Bachelor's degree preferred; relevant experience may be considered in lieu of a degree.

Experience

• Prior experience in an administrative, operational, or community support role strongly preferred.
• Experience working with adults across the continuum of aging, in social services, senior living, or a related field is an asset.
• Strong organizational skills with the ability to manage multiple priorities, track details, and follow through on tasks.
• Clear and professional written and verbal communication skills.
• Sound judgment, patience, discretion, and a commitment to resident confidentiality.
• Comfortable with email, shared calendars, basic computer applications, virtual meeting platforms, and online resources.
• Ability to work both independently and as part of a collaborative team.

Other

• Reliable transportation, valid driver's license, and current automobile insurance required.

Experience

• Experience in one or more of the following areas is helpful but not required:
•  Administrative or office support
• Scheduling, records management, or customer service
• Adult services, social services, senior living, or hospitality
• Event or community programming
• Transportation or volunteer coordination

Work Environment & Physical Demands 

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

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk, sit, and reach with hands and arms. The employee must occasionally lift and/or move items. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

The company is an Equal Opportunity Employer, maintains a drug-free workplace, and complies with ADA regulations as applicable.