People Operations Coordinator

About the role

The Donovan's Venom, INC. Is a non-profit 501(c)(3) tax exempt organization dedicated to taking music, art, and entertainment to those who need it the most. The Donovan's Venom, INC. Caters to no particular individual(s) yet pledges relief to impaired or deprived individuals who are in need of musical,visual, comedic, and-or any alternative forms of liberation-through fine art & entertainment. The Donovan's Venom INC. Gives its resources to individuals who don't have the means or access.

The People Operations Coordinator plays a key role in delivering a smooth, organized, and people-centered experience across the volunteer lifecycle. This is a hands-on role for someone who enjoys keeping the details organized, supporting people, improving processes, and making sure nothing falls through the cracks. Working closely with the Manager, People Operations, the Coordinator will support onboarding, offboarding, People systems, records, documentation, reporting, and day-to-day People Operations activities. Technology and automation are important parts of how we operate. This role will help use automation to reduce repetitive administrative work while recognizing when a personal, human interaction is the better experience.

Responsibilities

• Coordinate the end-to-end onboarding process for new volunteers.
• Ensure required forms, agreements, acknowledgments, training, and documentation are completed.
• Coordinate system access, introductions, orientation activities, and onboarding communications.
• Track onboarding progress and follow up on outstanding items.
• Process volunteer changes, transfers, role updates, and other lifecycle activities.
• Support offboarding by coordinating documentation, system access removal, property return, and record updates.
• Help ensure every volunteer receives a consistent, organized, and welcoming experience.
• Support the daily administration of People Operations programs and processes.
• Maintain People calendars, trackers, checklists, templates, and documentation.
• Monitor People Operations inboxes or requests and ensure questions are routed and resolved appropriately.
• Follow up with volunteers and managers regarding outstanding actions or required documentation.
• Prepare People-related communications, forms, letters, and materials.
• Assist with special People projects and organizational initiatives.
• Maintain accurate and up-to-date volunteer information within the HRIS and other People systems.
• Enter and update volunteer information, role changes, reporting relationships, status changes, and other records.
• Maintain organized and confidential personnel records.
• Perform routine audits to identify missing, incomplete, or inaccurate information.
• Correct discrepancies and follow up on missing information.
• Support data-quality standards and maintain accurate systems of record.
• Support the automation of repetitive People Operations activities, including reminders, notifications, data collection, status updates, and recurring workflows.
• Identify manual processes that could be simplified, standardized, or automated.
• Help test and maintain automated workflows.
• Monitor automation to ensure processes are working correctly and exceptions are addressed.
• Recognize when a process requires human interaction rather than automation, particularly during onboarding, sensitive matters, or situations requiring judgment and personal support.
• Help create processes that balance efficiency with a strong human experience.
• Track required agreements, acknowledgments, training, and People documentation.
• Follow up on incomplete or overdue requirements.
• Maintain organized and audit-ready records.
• Support periodic audits of People files and systems.
• Follow established confidentiality, privacy, and data-handling requirements.
• Escalate potential compliance or documentation concerns to the appropriate People leader.
• Maintain People Operations dashboards, trackers, and reports.