Operations Coordinator - Volunteer Services

Position Summary

Under the direction of the Manager, the Operations Coordinator provides high-level administrative, operational, and project coordination support for Volunteer Services. This role ensures the efficient day‑to‑day operation of the volunteer program through the management of volunteer databases, records, compliance documentation, onboarding processes, scheduling systems, and program reporting. The Operations Coordinator delivers exceptional service to volunteers, staff, medical personnel, and organizational leadership while supporting volunteer engagement, retention, and program effectiveness.

The Operations Coordinator exercises strong judgment, professionalism, and discretion while managing complex workflows, coordinating cross‑departmental communication, and maintaining a deep understanding of Foundation goals, policies, and procedures. As the first point of contact for Volunteer Services, this position manages guest reception, phone support, volunteer inquiries, and operational logistics.

This role works closely with the Volunteer Coordinators to maintain accurate Volgistics data, support data integrity projects, and ensure seamless coordination between operations and advancement services.

• 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.

• 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 work spaces, 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.
• Assist with volunteer events, donor engagement activities, and special projects as assigned.
• Coordinate maintenance, repairs, and troubleshooting for office equipment and facilities.
• Serve as the primary liaison with IT for ticket submission and minor troubleshooting.

• 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…