Administrative & Program Coordinator

Administrative & Program Coordinator

Full-Time (40 hours per week) | Hourly, Non-Exempt | On-Site

$24.00/hour

The Council on Aging of Buncombe County (COABC) was established in 1964 and is an independent 501(c)(3) charitable organization serving adults 60 or older, primarily in Buncombe County. Our mission is to promote the dignity, independence, and well-being of older adults through service, education, and advocacy.

Position Summary

The Administrative & Program Coordinator is often the first voice and face of COABC. This position creates a welcoming environment for visitors, clients, volunteers, and staff; provides general information and screens potential clients; keeps the office running smoothly; coordinates volunteer-based programs, including Call-A-Ride; and supports COABC’s outreach through social media and website updates. The work involves both phone-based and in-person client care, in close partnership with teammates including the Resource Navigators.

This is a partially grant-funded position, and compliance with the service standards of all COABC funding sources is required. The position reports to the Executive Director. Every COABC employee contributes to the overall mission, serves as an effective team member on all assignments, and works autonomously and takes initiative within the duties described below.

Duties and Responsibilities

Front Desk & Client Services (40% of day-to-day role)

• Greets visitors, clients, and volunteers in a friendly and professional manner.
• Answers and screens incoming calls, provides general information, and routes calls to the appropriate staff person. Assists with scheduling appointments as needed.
• Monitors the general voicemail and email accounts.
• Enters call data in the COABC call log and coordinates call data entry with the Resource Navigators.

Volunteer & Program Support (20% of day-to-day role)

• Serves as the point of contact for volunteers: fields calls from interested individuals, supports active volunteers, and collaborates with staff on volunteer appreciation.
• Manages Call-A-Ride, a volunteer-based program: coordinates with volunteers, maintains program data, and reports on call fulfillment rates.

Communications (20% of day-to-day role)

• Manages COABC’s Facebook page and other social media accounts, working closely with the Executive Director and program staff to maintain a posting schedule and calendar updates.
• Makes minor updates to the COABC WordPress website, such as editing text, images, and event listings.

Office & Facilities Management (20% of day-to-day role)

• Maintains the office supply inventory: monitors stock, anticipates needs, places orders, and verifies receipt of supplies.
• Monitors, sorts, and distributes incoming mail.
• Processes all incoming and outgoing checks in accordance with COABC financial policies. Processes and reports in-kind donations.
• Develops and updates administrative systems to ensure efficiency and transparency. Supports teammates with administrative duties such as filing, data entry, copying, binding, and scanning.
• Serves as facilities support: coordinates service calls with IT contractors, phone contractors, and the host facility, and arranges repairs as necessary.
• Oversees the organization of the office, including storage closets, cabinets, and communal areas.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

• Handles confidential and sensitive information with discretion.
• Interacts with a diverse community in a professional, friendly manner.
• Communicates clearly and effectively, both verbally and in writing.
• Professionalism is a must: experience with patience and clear communication with older adults, including those with hearing or memory challenges.
• Strong ability to multi-task: manages a busy phone line while greeting walk-ins.
• Excellent organizational skills.
• Experience with Microsoft Office and Google Workspace, including Google Drive.
• Comfort with social media platforms and the ability to make minor updates to a WordPress website (such as editing text, images, and event listings); WordPress experience preferred.

Qualifications

• Minimum: Associate’s degree or at least one year of directly related experience.
• Preferred: Experience working with volunteers and older adults. Bilingual English/Spanish is a plus.

Work Schedule

Monday through Friday, 8:30 a.m. to 4:30 p.m., on-site: 46 Sheffield Circle, Asheville, NC 28803. Occasional evening and weekend work is required; hours outside the regular schedule are offset with flex time within the same workweek. This position is not eligible for overtime.

Physical Demands & Work Environment

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.

This is a typical office environment with a moderate noise level and regular interaction with the public. The employee regularly sits, talks, and hears; uses hands to operate a computer, phone, and office equipment; and frequently stands and walks. The employee may occasionally lift or move boxes weighing up to 25 pounds. Specific vision requirements include close vision and the ability to adjust focus.

Benefits

COABC offers a comprehensive benefits package, including medical, dental, and vision insurance with a substantial employer contribution toward premiums, as well as life insurance and long-term disability coverage. Employees become eligible to participate in our 401(k) retirement plan after one year of service. The position includes 13 days of paid time off (PTO), accrued throughout the year, along with paid holidays per the COABC holiday calendar.

Equal Employment Opportunity

The Council on Aging of Buncombe County is an equal employment opportunity employer. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other status protected by federal, state, or local law.

Pay: $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Work Location: In person