Program Support Coordinator Springfield School Volunteers An hour a week can make a difference

Organizational Description

Springfield School Volunteers (SSV) is a non-profit organization that has connected community resources with the needs of the Springfield Public Schools (SPS) since 1969. SSV supports positive relationships between volunteers and students to encourage academic excellence, social and emotional growth, and regular school attendance.

We are seeking a full-time (40 hours/week) Program Support Coordinator to assist with the coordination, administration, monitoring, and evaluation of volunteer-based programs. The Program Support Coordinator will communicate regularly with volunteers, school personnel, families, community partners, and SSV staff. The position will help manage student and volunteer waitlists, coordinate placements, maintain accurate program records, monitor volunteer-student matches, and collect information for program evaluation and reporting.

The successful candidate will be organized, responsive, detail-oriented, and comfortable working collaboratively in a small team environment.

• Maintain and monitor student, volunteer, and school request waitlists.
• Review waitlists and prepare information about potential matches for team discussions.
• Coordinate placement logistics with schools, volunteers, and SSV staff.
• Schedule pre-match and introductory meetings and communicate relevant details to participants.
• Track each placement from initial requests through confirmation, transition, or closure.
• Follow up on delayed, inactive, or incomplete placements.
• Assist volunteers with applications, forms, orientations, and placement requirements.
• Support schools in submitting volunteer requests and completing required program information.
• Coordinate volunteer placements with colleges/universities, businesses, and community organizations.
• Track college student volunteer placements, service hours, and other required documentation.
• Communicate with faculty, internship coordinators, and designated community partners regarding logistics for established placements.

• Maintain regular contact with volunteers and school contacts.
• Monitor participation, communication, scheduling, and relationship progress.
• Document match-related discussions, concerns, and follow-up actions.
• Alert the Director of Programs to concerns requiring additional support.
• Assist with resolving routine placement or communication challenges.
• Respond to program-related questions and provide routine support to volunteers, schools, families, colleges, and community partners regarding established placements.

• Gather and record baseline and follow-up information for students and volunteers.
• Create and maintain comprehensive electronic match files and program files.
• Review records for missing, duplicate, inconsistent, or outdated information, and follow up as needed.
• Maintain required consent, confidentiality, and program documentation.
• Protect student, volunteer, and organizational information by following established protocols.
• Maintain current participant and contact information.
• Track volunteer hours, match activity, and other established program data.
• Maintain accurate documentation related to college/community volunteer placements.

• Compile program information for monthly and annual grant, board, school, and funder reports.
• Generate routine reports on volunteer participation, student reach, waitlists, placements, volunteer hours, outcomes, and other established measures.
• Assist with surveys and evaluations.
• Prepare data for dashboards, charts, and program summaries.
• Collect and organize program-impact information, stakeholder feedback, and supporting examples for internal and external reporting.
• Provide accurate and timely program data to the Director of Programs for analysis and decision-making.

• Maintain shared calendars, schedules, contact lists, and other program implementation tools.
• Assist with program meetings, school visits, and orientations.
• Prepare routine program correspondence, volunteer materials, reports, presentations, and other operational…