Administrative Assistant, Disaster Response Services

Administrative Assistant, Disaster Response Services (DRS)

The Administrative Assistant, Disaster Response Services (DRS) provides comprehensive administrative and operational support for World Renew's Disaster Response Services volunteer engagement programs. This position supports volunteer recruitment, onboarding, data management, communications, and program administration while ensuring an exceptional volunteer experience.

Working closely with the Disaster Response Services (DRS) Program Manager and the DRS team, this role coordinates volunteer processes, maintains accurate records, supports partnerships, prepares program materials, and provides reception and office support as needed to ensure the effective delivery of DRS programs throughout North America.

We do not discriminate based on disability, culture, ethnicity, or gender, and welcome and encourage people from diverse backgrounds to apply.

A. Volunteer Program Administration

• Guide and support volunteers, church and community partners, and site leaders throughout the DRS volunteer experience.
• Respond to volunteer inquiries by phone, email, Microsoft Teams, and other communication channels.
• Coordinate volunteer registration, orientation, onboarding, and service documentation.
• Prepare and distribute volunteer materials, orientation resources, safety information, and program communications.
• Assist with volunteer and site evaluations to support continuous program improvement.
• Coordinate border crossing documentation and requirements for Canadian volunteer teams.
• Support volunteer housing coordination and logistics.

B. Administrative Operations

• Provide administrative support to the Disaster Response Engagement Manager and DRS leadership.
• Maintain volunteer records and perform accurate data entry within Salesforce and other organizational systems.
• Generate reports, dashboards, mailing lists, and volunteer activity summaries.
• Maintain organized electronic and physical filing systems.
• Coordinate office correspondence, scheduling, copying, mail distribution, and document preparation.
• Cross-train with other administrative staff to ensure continuity of operations.

C. Volunteer Data Management & Reporting

• Maintain accurate volunteer information, registrations, compliance records, and participation data.
• Create reports supporting volunteer engagement, program evaluation, and organizational reporting.
• Ensure data integrity across volunteer management systems.
• Monitor required volunteer documentation including waivers, background checks, certifications, and acknowledgements.

D. Volunteer Communications & Resource Development

• Develop, update, and maintain volunteer guides, orientation materials, fact sheets, and self-service resources.
• Maintain volunteer information within the Volunteer Portal and other communication platforms.
• Assist in creating recruitment materials and promotional resources.
• Communicate program updates and logistical information to volunteers and partner organizations.

E. Partnership Support & Continuous Improvement

• Support collaboration with churches, community organizations, and volunteer partners.
• Assist with recruitment efforts for volunteer teams and site leadership.
• Recommend improvements to volunteer processes and administrative workflows.
• Help ensure volunteer programs align with organizational policies, safety standards, and the Core Humanitarian Standard (CHS).

F. Reception & Office Support

• Serve as reception backup by welcoming visitors and answering incoming telephone calls.
• Provide general information regarding World Renew and Disaster Response Services.
• Assist with office organization, common areas, mail processing, kitchen maintenance, and general administrative support.
• Support warehouse inventory activities, including volunteer supplies and program materials.
• Assist with occasional packing, shipping, and receiving of volunteer resources.

Additional Responsibilities

• Perform other duties as assigned.

Supervisory Responsibilities:

This position has no direct supervisory responsibilities.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Associate degree or some college coursework preferred.
• Minimum of one (1) to three (3) years of experience in an administrative support, customer service, volunteer coordination, or nonprofit environment.
• Experience working with volunteers, churches, or community organizations preferred.
• Experience using Microsoft Office applications and database systems required.
• Experience with Salesforce or other CRM/volunteer management software preferred.

Skills & Attributes

• Commitment to Christ and the mission, vision, and values of World Renew.
• Demonstrated commitment to diversity, equity, inclusion, and gender justice.
• Excellent interpersonal and customer service skills.
• Strong written and verbal communication abilities.
• Excellent organizational skills with exceptional attention to detail.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Strong administrative and data…