Activities Coordinator

Position Summary
The Activities Coordinator plays a key role in creating a vibrant, engaging, and inclusive environment for older adults at the Leonard Covello Older Adult Program. This position supports the Director of Activities in planning, coordinating, and implementing workshops, special events, celebrations, and ongoing programming that reflect the interests, needs, and cultural diversity of program participants.

The Activities Coordinator ensures smooth day‑to‑day operations of activities, maintains accurate documentation for NYC Aging audits, and represents CBN at community events. This role requires strong organizational skills, excellent interpersonal communication, and the ability to juggle multiple priorities with warmth, professionalism, and a hospitality-forward approach.

The Activities Coordinator is expected to embody CBN’s core values:

Responsibility – Ensuring accuracy, reliability, and accountability in all program operations.

Boldness – Bringing creativity and enthusiasm to programming and community engagement.

Heart – Building meaningful relationships with older adults and fostering a welcoming environment.

Respect – Upholding dignity, inclusion, and cultural sensitivity in all interactions.

Community – Strengthening partnerships and connections across CBN and the broader neighborhood.

Essential Duties & Responsibilities
Program Coordination & Implementation
Support the Director of Activities in planning and executing workshops, classes, special events, and celebrations.
Assist with program setup, including preparing materials, greeting participants, taking attendance, and ensuring smooth transitions between activities.
Coordinate trips and outings, including advance planning, participant registration, and reserving transportation through the Lehman Center Director.
Represent CBN at community events, promoting program visibility and strengthening community relationships.
Collaborate with the Volunteer Services Department to support volunteer-led activities and special events.

Participant Engagement & Customer Service
Build positive, respectful relationships with older adults, ensuring all participants feel welcomed, supported, and included.
Provide clear, friendly communication in person, by phone, and in writing.
Support participants in navigating schedules, sign-ups, and program information.
Promote activities through outreach, announcements, and creative engagement strategies.

Compliance, Documentation & Record Keeping
Maintain accurate calendars, attendance records, and participant information in PeerPlace and other required systems.
Ensure all documentation meets NYC Aging standards and is audit-ready at all times.
Record all activities and participant attendance daily and submit timely monthly and quarterly statistics to CBN and NYC Aging.
Participate in preparation for NYC Aging audits and support the Director of Activities in responding to audit requests.
Attend required CBN, community partner, and NYC Aging meetings and trainings.

Community Partnerships & Outreach
Support the development of community partnerships, especially when the Director of Activities is unavailable.
Conduct outreach to older adults and community organizations to increase program participation and visibility.
Identify opportunities to enhance programming through partnerships, collaborations, or new resources.

Program & Agency Collaboration
Work closely with consultants, volunteers, and agency staff to ensure high-quality program delivery.
Communicate effectively with the Director of Activities and other team members to support program needs.
Participate in agency-wide meetings, trainings, and events as required.
Accept additional assignments as needed to support program operations and client needs.

Specialized Knowledge & Skills
Experience coordinating workshops, events, or group activities.
Strong public speaking and group facilitation skills.
Proficiency with computers, databases, such as Microsoft Office Suite, Canva (or equivalent), and VIVE or similar database experience is required.
Ability to manage multiple small projects with flexibility and a positive attitude.
Comfort working with older adults and diverse community groups.
Strong writing, phone, and interpersonal communication skills.

Required Qualifications
One to three years of direct experience, AA or higher preferred
Bilingual (Spanish) required
Experience working with older adults preferred
Experience in program coordination, community engagement, or event planning.
Ability to work Tuesday–Saturday schedule.
“Can‑do” attitude, flexibility, and commitment to CBN’s mission.