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Summary:
The Volunteer Coordinator & Administrative Assistant (VCAA) supports and co-manages volunteers at every step and supports administrative processes that enhance office flow and efficiency. This newly created position requires strong communication and people skills as well as exceptional organization skills, attention to detail, and technological proficiency.
This position is full-time 40 hours per week, with some possible remote hours coordinated with supervisor, inclusive of benefits. Supervised by Operations Manager.
Essential Duties & Responsibilities
Volunteer Coordination and Stewardship: Oversee onboarding, supervision, and coordination of volunteers across all programs.
• Field all new volunteer interest – make follow up phone calls and liaise with appropriate program staff
• Support current volunteer dispatchers and coordinators as first responder to needs
• Schedule and update volunteers in management platform for all routes, ensuring adequate coverage of dispatchers and drivers each day
• Conduct onboarding for new volunteers including training and tracking their status
• Maintain master lists of all volunteers and update status, form completion, etc.
• Ensure all active volunteers have completed the Code of Conduct and Liability Waiver & Media Form, and Non-Disclosure Agreement form if appropriate
• Manage volunteer data collection and optimization
• Oversee calendar of volunteer communications
• Co-plan and implement Volunteer Appreciation events
• Enhance volunteer outreach through networking with local organizations/businesses and tabling at events
• Make weekly volunteer stewardship calls
Administrative Support Maintain accurate records and support optimal use of administrative systems.
• Routinely update database constituent entries, cull duplicates, scrub lists, and create lists for events and reports
• Manage event registrations
• Support RTWM mailings including creating mail merges
• Run financial reports and aid bookkeeping efforts when appropriate
• Respond to public inquiries from our website and contact form
• Create and execute annual mailing campaigns such as annual tax letters
• Assist with organization and filing systems
Staff & Organizational Development Contribute to strategic visioning/direction and embodiment of RTWM’s values and participate in functions that integrate staff across all branches of the organization.
• Participate in weekly staff meetings and regular check-ins with supervisor
• Participate in bi-annual staff retreats
• Meet and/or communicate with RTWM staff to coordinate needs and streamline use of databases and other administrative systems
• Support RTWM team in external fundraising and awareness raising events
• Occasionally attend Board meetings and other organizational functions
Additional Duties as needed:
• Other duties as required, including but not limited to support with office management, data entry, grant administration, marketing, development, special program oversight, and other additional duties in accordance with Rachel’s Table’s needs.