Volunteer & Intern Program Assistant

Brief Description

The Volunteer and Intern Program Assistant supports a positive, well-organized, and mission-aligned volunteer and intern experience. Key responsibilities include:

• Serve as the primary point of contact for all new volunteer and intern inquiries.
• Prioritize and categorize inquiries by urgency, maintaining a comprehensive tracking system.
• Prepare, print, and organize all orientation material.
• Coordinate and facilitate the onboarding process for accepted volunteers and interns.
• Communicate all onboarding requirements and deadlines, monitor completion for accuracy and compliance, and follow up on incomplete or incorrect submissions.
• Ensure all requirements are fulfilled prior to orientation.
• Track and manage background check processes, including monitoring outstanding FBI clearances.
• Conduct regular follow-ups with volunteers and coordinate reimbursement processing with the business office.
• Maintain accurate digital and physical records by scanning and uploading documentation to an electronic management system and creating and organizing volunteer files.
• Facilitate orientation sessions for one-day volunteer groups, leading lunchtime programs, and participating at special events.
• Exercise sound judgment when handling confidential situations and sensitive matters.
• Ensure all volunteer profiles are complete and accurate, create and manage volunteer and intern opportunities, and track and enter volunteer hours.
• Manage event check-in/check-out processes and distribute volunteer surveys aligned with participation milestones.
• Monitor and track survey responses to assess satisfaction and engagement.
• Support the planning and delivery of the annual volunteer and intern recognition event and assist in ongoing recognition initiatives.

What You'll Do

Inquiries & Onboarding:

• Serve as the primary point of contact for all new volunteer and intern inquiries.
• Prioritize and categorize inquiries by urgency, maintaining a comprehensive tracking system.
• Prepare, print, and organize all orientation material.
• Coordinate and facilitate the onboarding process for accepted volunteers and interns.
• Communicate all onboarding requirements and deadlines, monitor completion for accuracy and compliance, and follow up on incomplete or incorrect submissions.
• Ensure all requirements are fulfilled prior to orientation.

Track And Manage Background Check Processes:

• Conduct regular follow-ups with volunteers.
• Coordinate reimbursement processing with the business office.

Maintain Accurate Digital And Physical Records:

• Create and organize volunteer files (active and inactive).
• Update volunteer status upon program completion.

Volunteer Engagement:

• Liaise with program staff to coordinate volunteer group schedules while planning upcoming activities.
• Facilitate orientation sessions for one-day volunteer groups, providing a comprehensive overview of the organization, outlining protocols, and reviewing the day’s schedule.
• Escort and support one-day volunteer groups throughout their on-site experience, including participation in programs and interacting with residents.
• Lead and host engaging lunchtime programs for one-day groups to enhance volunteer experience and deepen understanding of organizational impact and mission.
• Deliver ongoing support by proactively addressing volunteer questions and concerns to ensure a positive and meaningful experience for one-day groups and recurring volunteers.
• Participate alongside volunteers at special events to broaden experience of working with service recipients, deepen understanding of organization impact and mission.

Volunteer Management System:

• Ensure all volunteer profiles are complete and accurate.
• Create and manage volunteer and intern opportunities, tailoring schedules to individual availability and organizational needs.
• Track and enter volunteer hours on a weekly/monthly basis.
• Manage event check-in/check-out processes.

Data, Surveys & Reporting:

• Distribute volunteer surveys aligned with participation milestones.
• Monitor and track survey responses to assess satisfaction and engagement.

Recognition & Retention:

• Support the planning and delivery of the annual volunteer and intern recognition event.
• Aid in ongoing recognition initiatives to enhance volunteer satisfaction and retention.

Qualifications

• Bachelor's degree in human services, Social Work, Psychology, or a related field.
• 1-3 years of experience in volunteer coordination, community outreach, or administrative support—preferably with a nonprofit or human-services setting.
• Strong interpersonal and communication skills; high attention to detail and strong organizational abilities; comfort leading groups; ability to multi-task effectively.

Pay

$38k-$45k/Annually

Schedule

TBD