Operations Coordinator - Volunteer Services

Key Responsibilities

• Respond to volunteer inquiries promptly and professionally, ensuring a positive and supportive volunteer experience.
• Coordinate volunteer orientations, training sessions, meetings, and recognition events, including scheduling, logistics, materials, communications, attendance tracking, and day-of support.
• Coordinate all scholarship administration for the Auxiliary and the Foundation.
• Support volunteer engagement and retention initiatives, including recognition programs, appreciation activities, service milestone acknowledgments, and follow-up communications.
• Maintain inventory of volunteer resources, onboarding materials, uniforms, badges, recognition items, and program supplies.
• Maintain organizational charts, staff and volunteer directories, and internal reference documents.

Operations & Process Improvement

• Oversee daily office operations, including opening/closing procedures and ensuring shared spaces remain organized, clean, and fully stocked.
• Lead weekly operations meetings to review tasks, deadlines, event needs, office coverage, and cross-departmental updates.
• Prepare and distribute the monthly Volunteer Eblast, including staff schedules, upcoming events, announcements, and operational updates.
• Identify workflow gaps and recommend process improvements to enhance efficiency and communication.
• Document and update internal procedures and operational guides.
• Monitor budgets for operational supplies, uniforms, event materials, and branded items in collaboration with Foundation leadership.
• Manage calendars for shared workspaces, volunteer events, and staff out-of-office schedules.
• Provide administrative support for mailings, packet assembly, document preparation, and departmental projects.
• Maintain organized digital systems, file structures, and data cleanup projects.
• Aid with volunteer events, donor engagement activities, and special projects as assigned.
• Cook up and troubleshoot office equipment and facilities.
• Serve as the primary liaison with IT for ticket submission and minor troubleshooting.

Volgistics, Data Management and Compliance

• Maintain and administer the Volgistics volunteer management system, ensuring accurate volunteer profiles, schedules, service hours, and program records.
• Manage volunteer data and documentation, ensuring timely entry, accuracy, confidentiality, and compliance with organizational policies.
• Monitor and maintain volunteer compliance records, including onboarding requirements, training completion, background checks, health clearances, and other required documentation.
• Generate and analyze reports from Volgistics and other databases to support volunteer program operations, compliance monitoring, and strategic decision-making.
• Conduct regular audits of volunteer records to ensure data integrity, regulatory compliance, and adherence to organizational standards.
• Serve as a resource for volunteers and staff regarding volunteer management systems, records, scheduling, and compliance requirements.
• Develop and maintain electronic and physical filing systems to support efficient record retention and retrieval.
• Collaborate with departments across the organization to ensure volunteer records, assignments, and compliance requirements are accurately tracked and maintained.
• Support continuous improvement initiatives related to volunteer data management, reporting processes, and volunteer services operations.

Onboarding

• Maintain onboarding templates, process guides, and checklists in Volunteer Services shared digital system.

Experience

• Minimum of five years of administrative, operational, or program coordination experience, preferably in a nonprofit, healthcare, or volunteer services setting.
• Understanding of volunteer program operations, compliance requirements, and database management systems; experience with Volgistics preferred.
• Experience with data management, reporting, recordkeeping, and compliance documentation.
• Expert-level proficiency in Microsoft Office Suite, with advanced skills in Excel (reporting, data analysis, spreadsheets) and PowerPoint (professional presentations, graphics, and visual communications).
• Strong organizational skills with the ability to manage multiple priorities, coordinate complex processes, and meet deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• High level of discretion and professionalism in handling confidential and sensitive information.
• Ability to work independently while collaborating effectively with cross-functional teams, volunteers, staff, and organizational leadership.

Education

• Bachelor's degree preferred; equivalent combination of education and relevant experience may be considered.

Skills & Attributes

• Organized, dependable, and proactive.
• Strong writing, editing, and communication abilities.
• Exceptional attention to detail.
• Comfortable managing multiple tasks and shifting priorities.
• Solutions-oriented mindset with strong problem-solving skills.
• Anticipatory and resourceful, with a commitment to continuous improvement.

Position Type

• Regular

Pay Range (based on years of applicable experience)

• $38.72 to $51.80