Job Description

We believe every person deserves to age well. That’s why we’re on a path to improve the lives of 40 million older adults by 2030. Come join an awesome team and learn about the work we do, the people we serve, and why equitable aging matters now more than ever. At NCOA, we represent the interests of the aging population across the nation, while striving to live out our core values of equity, excellence, and innovation. This is meaningful work where we put “people first” and our employees can learn and grow, where work/life balance is prioritized, and have a flexible hybrid work schedule while being part of a dynamic, collaborative team.

We are interested in growing our team with passionate, committed, and innovative individuals. The Program Specialist will join NCOA at a time of dynamic growth.

POSITION SUMMARY

The Program Specialist supports the Senior Community Service Employment Program (SCSEP) by providing administrative and programmatic support for the SCSEP Optional Demonstration Grant on Sector-Based Training for Low-Income Older Adult Workers. Reporting to the SCSEP Director, the Program Specialist ensures effective management of the grant by coordinating with sub-recipients to deliver sector-driven career navigation services in designated geographic areas and monitoring outcomes for the treatment group, including employment and career advancement within the sectors identified. This demonstration grant will serve 200 job seekers over a 4-year period (50 per year), helping them secure and advance careers in identified sectors.

Working closely with the Directors of Program Operations (DPOs), the Program Specialist provides administrative support and technical assistance to sub-recipient sites. Key responsibilities include maintaining accurate data entry into program databases, generating financial and performance reports for the SCSEP Director, and completing time-sensitive grant-related paperwork while ensuring compliance with reporting deadlines. The Program Specialist also shares best practices, offers mentorship, and provides guidance to sub-recipients to enhance program delivery and collaborates with DPOs to support the regular SCSEP program.

Positions at this level typically require strong experience managing projects and deliverables across departments. Incumbents are required to make independent judgements within their scope of work and require minimal oversight. Incumbents generally have two or more years of experience in their discipline and a bachelor’s degree or the equivalent, as well as substantive experience at this level. Graduate level degrees may be considered in lieu of experience.

KEY RESPONSIBILITIES

• Coordinate with sector grant sub-recipients to monitor outcomes and provide reports to the SCSEP Director and DPOs as required.
• Assist DPOs with creating, maintaining, and updating bi-weekly and monthly SCSEP reporting templates.
• Develop proficiency in SCSEP policies, procedures, and processes by working closely with the SCSEP Director and DPOs.
• Provide technical assistance and coordinate activities among the sector grant sub-recipients to ensure compliance with grant and reporting requirements
• Review progress reports from assigned sector grant sub-recipients to evaluate the effectiveness of program operations and performance.
• Perform accurate data entry and record maintenance in multiple databases, including NCOA’s CUMULUS database and the DOL’s GPMS database.
• Monitor and respond to communications and requests from sector grant job seekers, sub-recipients’ staff and contacts, SCSEP headquarters (HQ) staff, and other stakeholders as needed to resolve questions and complete processes.
• Prepare, distribute, and respond to emails, correspondence, memos, letters, faxes, and forms, including completing time-sensitive paperwork required for the grant.
• Provide customer service and clerical support to the SCSEP HQ team including data entry, maintaining documents, updating handbooks, and handling job-seeker phone inquiries.
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, securing cooperation from others, monitoring progress, problem-solving, and adjusting plans as needed.
• Assist with scheduling appointments, meetings, trainings, conferences, teleconferences, and travel.
• Perform other responsibilities as assigned.

PROFESSIONAL EXPERIENCE/QUALIFICATIONS

• Bachelor’s degree or 2-4 years of relevant work experience in employment and training programs.
• Demonstrated experience in nonprofit business operations and/or grant-funded programs, including tracking outcomes, managing reports and deadlines, supervising staff and program participants, and other operational responsibilities.
• Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) and web-based assessment tools (e.g., Salesforce, GPMS).
• Strong project management skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines. This role involves collaborating with staff across multiple counties and tracking/reporting program progress and grant outcomes.
• Exceptional attention to detail and accuracy when handling multiple tasks/priorities.
• Excellent oral and written communication skills.
• Creative thinker with fast problem-solving abilities.
• Strong time management and organizational skills.
• Outstanding customer service and interpersonal skills.
• Ability to work independently as well as collaboratively as a team player.
• Experience working with mature individuals, minority populations, and low-income communities strongly preferred.
• Willingness and ability to travel occasionally, if requested.

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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to sit or use a standing desk.
• Occasionally required to walk.
• Occasionally required to reach with hands and arms.
• Frequently required to talk or listen.
• Occasionally required to bend, lift or climb stairs.
• Occasionally required to lift light weights (less than 25 pounds).

WORK ENVIRONMENT

• The noise level in the work environment is usually moderate.

SELECTION PROCESS

We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Qualified applicants should submit a cover letter with salary requirements and resume to the Program Specialist, SCSEP Sector Initiative job posting:

NCOA offers generous benefits, including:

• Medical, Dental, Vision, STD, LTD insurances
• Paid vacation, sick, and other types of leave
• 403(b) Retirement plan
• Hybrid remote work options
• And more!

NCOA is an Equal Employment Opportunity Employer and a Diversity, Equity, and Inclusion Champion

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