Overview:
The Foster Grandparent Program Assistant provides administrative, operational, and program support to the Foster Grandparent Program Manager in the recruitment, onboarding, training, placement, and retention of Foster Grandparent volunteers serving children with exceptional or special needs in schools, childcare centers, and community-based organizations.
This position plays a critical role in ensuring compliance with AmeriCorps Seniors program requirements through accurate recordkeeping, data management, reporting, and volunteer file maintenance. The Foster Grandparent Program Assistant supports volunteer engagement activities, training initiatives, and special events while helping to maintain strong relationships with volunteer stations and community partners.
Core Responsibilities:
Program Administration and Data Management
- Maintain program databases, electronic records, and reporting systems to ensure accuracy, completeness, and compliance with AmeriCorps Seniors requirements.
- Collect, organize, verify, and enter volunteer, station, and program data into designated systems.
- Prepare monthly volunteer timesheets, stipend reports, reimbursement documentation, and related program records.
- Assist with data collection, reporting, and documentation required for grant compliance, audits, and program evaluations.
- Maintain confidential volunteer files and ensure all required documentation remains current and compliant.
- Assist with preparing reports, correspondence, presentations, and program materials.
Volunteer Recruitment, Training, and Retention
- Assist with recruiting, screening, interviewing, onboarding, and placing Foster Grandparent volunteers.
- Coordinate volunteer orientation sessions and assist in planning and delivering pre-service and in-service training programs.
- Support volunteer recognition, appreciation, and retention efforts.
- Assist with developing and distributing volunteer communications, newsletters, and informational materials.
Program Support and Community Engagement
- Support the planning, coordination, and implementation of Foster Grandparent Program meetings, events, training sessions, and recognition activities.
- Attend and assist with program-sponsored events as assigned.
- Conduct volunteer site visits and provide support to volunteer stations as directed.
- Maintain positive working relationships with schools, childcare centers, community partners, volunteers, and other stakeholders.
- Represent FiftyForward and the Foster Grandparent Program in a professional manner within the community.
General Responsibilities
- Maintain compliance with FiftyForward policies and procedures as well as AmeriCorps Seniors regulations and program requirements.
- Participate in departmental meetings, staff development opportunities, and required training.
- Perform other duties and special projects as assigned.
Core Work Requirements:
Education:
- High School Diploma or GED required.
- Associate's degree or Bachelor's degree preferred.
Experience:
- One (1) to three (3) years of experience in administrative support, data management, volunteer services, program coordination, or related work required.
- Experience working with older adults, volunteers, educational settings, or community-based programs preferred.
- Experience in a nonprofit or grant-funded environment preferred.
Special Skills:
- Proficient in the use of computers, smartphones, printers, copiers, fax machines, and other standard office equipment.
- Strong organizational, administrative, and time-management skills.
- Excellent attention to detail and accuracy in recordkeeping and data entry.
- Ability to manage multiple projects and priorities simultaneously.
- Strong interpersonal and customer service skills.
- Ability to communicate effectively both verbally and in writing.
- Ability to establish and maintain positive working relationships with volunteers, staff, community partners, and the public.
- Ability to work independently and collaboratively as part of a team.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Proficiency in Microsoft Office 365, including Word, Excel, Outlook, and Teams.
- Ability to learn and utilize program databases, reporting systems, and technology platforms efficiently.
- Demonstrated flexibility, adaptability, and willingness to learn new processes and technologies.
Licenses and Certifications
- Valid Tennessee Driver's License required.
- Must maintain an acceptable driving record and vehicle liability insurance.
- Ability to travel throughout Davidson County and surrounding service areas using a personal vehicle.
- Mileage reimbursement provided in accordance with FiftyForward policy.
Physical Requirements
- Ability to sit, stand, walk, bend, stoop, kneel, reach, and climb stairs.
- Ability to lift, carry, push, and pull up to 25 pounds.
- Frequent use of computers and other office equipment requiring fine finger dexterity.
- Ability to set up and prepare meeting and training spaces.
- Ability to travel to volunteer stations, schools, community locations, and program events.
Work Environment:
This position operates within a community-based center serving adults age 50+. The role requires consistent interaction with members, volunteers, and staff.
Working Hours:
Part-time, 20 hours per week; Monday–Friday between 7:30 a.m. and 5:00 p.m.
EEO Statement/Diversity Statement:
FiftyForward is committed to providing equal employment opportunity for all persons regardless of age, disability, national origin, race, color, creed, religion, sex, sexual orientation, gender, gender identity or expression, pregnancy, veteran or military status, genetic information or any other status protected by applicable federal, state, or local law.
At FiftyForward we see and celebrate the differences in every person. Together, we are creating a responsive community that is open, engaged, and accepting of all.
Agency Competencies:
Employees should be committed to:
- Serving older adults with tenderness and understanding while elevating and responding to their needs, as we believe service to others is life’s highest calling.
- Ensuring every interaction, regardless of complexity or difficulty, is met with kindness and empathy, giving hope to those who think they are alone in this world.
- Nurturing and promoting a compassionate team and community that supports, honors, and values all older adults without judgement.
- Working with integrity, holding ourselves accountable as we do the rewarding work of service to honor and benefit older adults.
- Connecting older adults to one another, resources and to the greater community, helping to overcome isolation and leading to longer, healthier lives.
- Building an inclusive community through providing safe spaces for every older adult to gather and feel a genuine sense of closeness in all centers and programs.
