Healthy Aging Services Manager (San Rafael)

Vivalon is a Marin-based nonprofit that has been serving the community for over 70 years. Recognized 10 times as one of the Best Places to Work in the North Bay , we are proud to foster a supportive, mission-driven workplace culture. Vivalon serves older adults and adults with disabilities by helping them stay active, informed, supported, and nourished—while also meeting their essential transportation needs. Our core services include Rides, Meals, Classes, Care, and Advice.

The Healthy Aging Services Manager leads and oversees the delivery of high-impact services for older adults. This role supervises Guest Services Coordinators and volunteers for Guest Services and the Resource Office. As a superuser of online platforms supporting operations, this role maintains program data integrity and streamlines systems. This role oversees membership recruitment and retention as well as publishing outreach communications. This role manages both internal and external events (including room rentals), responds to facilities and emergency-preparedness needs, and administers the annual HAC survey. This position works cross-functionally with internal teams and external partners to ensure seamless operations, member satisfaction, and alignment with organizational goals. 

Essential Functions:

Supervision:

• Weekly check-ins with Guest Services Coordinators and volunteers 
• Oversee HAC Facility and Guest Services operations 
• Provide feedback and coaching for improvement 
• Serve as backup cafe operations manager 

Support Systems Team Lead:

• Train and support the Guest Services team on all online platforms utilized to support operations 
• Co-lead person with the IT team in weekly meetings, managing projects, and resolving issues 
• Team lead on special projects related to online platforms utilized to support operations 

Volunteer Management:

• Onboarding and training new volunteers on guest services and resource office duties 
• Coordinate volunteer onboarding and scheduling 
• Point of contact for volunteers needs 
• Monitor and record volunteer hours 

Membership:

• Weekly check-ins with Guest Services Coordinators and volunteers 
• Oversee HAC Facility and Guest Services operations 
• Provide feedback and coaching for improvement 
• Serve as backup cafe operations manager 

Outreach Communications:

• Coordinate and publish bi-weekly digital Insider and monthly Connections newsletters 
• Collaborate with the Marketing Team and attend meetings 
• Collect publication details from team members and other departments 
• Manage marketing budget related to both publications 

Rental and Events:

• Point of contact for rental inquiries at HAC 
• Coordinate with Renters on fees and availability 
• Point of contact for established renters regarding rental logistics, including room setup 
• Collect payment, track in Salesforce, and communicate with the finance team 
• Point person to work with the point person regarding Vivalon events at HAC 
• Manage the budget related to rental costs and revenue 

Facilities:

• Lead for facilities requests at HAC 
• Coordinate with the Facilities team and Eden Housing for fire drills and regular testing of the fire alarm system 
• Maintains Emergency Action Plan for HAC staff 

Annual HAC Survey:

• Lead on developing and implementing the annual HAC survey
• Analyze survey results and identify improvements based on feedback for the next fiscal year
• Develop communication for internal staff and external members/guests to share results and implement changes based on feedback

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