New Applicant Volunteer Onboarding Specialist- Level 1

This role supports the onboarding process for new volunteers, ensuring they complete the required steps efficiently and receive a warm, welcoming experience. It focuses on administrative support, document verification, and clear communication with applicants to guide them through the onboarding process.

Responsibilities

• Volunteer Preparation & Information Management
  • Ensure volunteers are fully prepared for their journey, providing guidance on required documentation, compliance steps, and necessary travel preparations.
  • Maintain regular communication with applicants, updating them on onboarding progress, requirements, and next steps.
  • Act as a gatekeeper of information, facilitating communication between applicants and internal departments such as Medical, P&C, Finance, and Travel.
  • Monitor and track outstanding documentation, compliance approvals, and departmental clearances, ensuring volunteers meet all necessary requirements before deployment.
• Application & Documentation Processing
  • Process new volunteer applications, ensuring all required documents are submitted and complete.
  • Verify applicant information for accuracy and compliance with organizational requirements.
  • Enter and update applicant records in the applicant tracking system (ATS).
  • Support background checks, medical reviews, and other compliance-related screenings.
• Volunteer Communication & Support
  • Provide clear, timely, and professional communication to volunteers about their onboarding status and next steps.
  • Respond to inquiries via email, phone, or other communication platforms.
  • Guide applicants through the onboarding timeline, ensuring they complete steps on time.
• Administrative Support
  • Maintain accurate and organized records of applicants and onboarding progress.
  • Assist in scheduling interviews, training sessions, and onboarding meetings.
  • Collaborate with internal teams to ensure a seamless onboarding process.
• Organization Alignment and Compliance
  • Maintain alignment with Mercy Ships Core Values, Code of Conduct, and follow all policies and procedures.
  • Ensure compliance with all volunteer credentialing, background checks, and onboarding requirements.
  • Follow the model of Jesus and align with core values by loving God; loving and serving others; being a person of integrity; and a person of excellence in all you say and do.
• Additional responsibilities may be assigned that are not included in this job description.

Requirements

• Mercy Ships Culture and Alignment
  • Aligned with Mercy Ships’ mission, core values, culture, and Code of Conduct.
  • Takes an active role in supporting the Community of Faith and lives out core values.
  • Achieves a high level of trust in relationships, respects others, is open and honest, and admits mistakes.
• Teamwork
  • Works cooperatively and actively engages with others by sharing responsibilities and information.
  • Develops rapport with team members and maintains positive working relationships through clear and effective communication.
• Business Function
  • Shows technical and professional expertise for their scope of work.
  • Maintains stakeholder focus, seeking to meet the expectations, requirements, and needs of internal and external stakeholders.
• Hybrid Work Schedule
  • A minimum of three (3) days on-site per week is required unless alternative arrangements are approved in advance by leadership.
• Office Environment
  • Work is performed in a professional office setting with frequent computer and phone use.
• Collaboration
  • Requires frequent interaction with team members, volunteers, department heads, and external stakeholders.
• Pacing & Workflow
  • Fast-paced role requiring the ability to manage multiple priorities simultaneously and meet deadlines.
• Some Travel
  • Occasional travel may be required for staff training or conferences.
• Emotional Resilience
  • May involve discussions with volunteers navigating complex onboarding processes, visa issues, or compliance requirements.
• Strong attention to detail and ability to manage multiple tasks efficiently.
• Basic proficiency in Microsoft Office, Google Suite, and database systems.
• Excellent communication and interpersonal skills with a customer-service mindset.
• Ability to follow structured processes and work in a fast-paced environment.
• Ability to sit at a desk and work on a computer for extended periods.
• Occasionally required to lift materials (e.g., files, office supplies) up to 15 pounds.
• Reasonable accommodation may be made to perform the essential functions of the job.

Qualifications

• High school diploma or GED required.
• One or more years of experience in customer service, administrative support, P&C, or volunteer coordination preferred.
• Or equivalent combination of experience and education.
• Successful completion of Mercy Ships Entry Training will be required within the first year.

Pay

Compensation range is $20–22/hour for U.S. hires. Actual compensation may vary dependent upon location of hire.

Schedule

• Full-time, hybrid position requiring 3 days/week onsite at the office in Lindale, Texas.