Volunteer Program Coordinator

Job Type: Part-Time, Hourly
Hours: 20–30 hours per week
Pay: $16.00 per hour
Schedule: Flexible schedule, with shifts beginning at approximately 10:00 AM
Department: House Operations
Reports To: Volunteer Program Manager

Position Summary

We are seeking a highly organized, compassionate, and detail-oriented Volunteer Program Coordinator to support the coordination and daily operations of volunteer programs and activities serving families in a hospitality-focused environment.

The Volunteer Program Coordinator will oversee the scheduling and logistics of volunteer groups participating in meal programs, wellness activities, and family-focused events. This position serves as an important point of contact for volunteers and requires excellent communication, strong organizational skills, attention to detail, and the ability to manage multiple activities simultaneously.

The ideal candidate will be comfortable working in a dynamic environment and interacting professionally with volunteers, families, community partners, and internal teams.

Key Responsibilities

Volunteer & Program Coordination

• Coordinate volunteer schedules and logistics for meal programs, wellness activities, and family-oriented House Activities throughout the week.
• Serve as the primary on-site point of contact for volunteer groups, ensuring they receive a welcoming, organized, and professional experience.
• Communicate program expectations to volunteers, including group size, assigned roles, arrival procedures, dietary guidelines, kitchen procedures, and safety requirements.
• Coordinate volunteer-led activities such as arts and crafts, game nights, karaoke, reading activities, movie nights, and holiday-themed events.
• Schedule community partners and sponsors for weekly wellness activities and workshops designed to provide a positive and supportive experience for families.
• Send timely thank-you and acknowledgment communications to volunteer groups following their participation.
• Collaborate with internal teams to ensure volunteer activities are properly planned, organized, and supported.

Administrative & Data Management

• Maintain the program calendar and coordinate scheduling for volunteer groups participating in meal and activity programs.
• Maintain accurate records in the organization's CRM system, including volunteer participation, hours, meals served, program activities, donations, and in-kind contributions.
• Prepare monthly volunteer impact reports, attendance records, program statistics, and other documentation for management and leadership review.
• Create and distribute digital and printed communications regarding upcoming meals, activities, and programs to keep families informed and engaged.
• Track program-related supplies and coordinate with the Operations team to help maintain adequate inventory.
• Assist with monitoring wish-list items and supplies needed to support ongoing meal and volunteer programs.
• Collaborate with the Development team by providing relevant volunteer stories, articles, photos, and program information for newsletters, social media, and volunteer recognition initiatives.
• Attend monthly staff meetings and participate in departmental projects as needed.

Meals & Volunteer Support

• Coordinate volunteer groups providing daily meals through the organization's meal program, including scheduling, confirmations, group sizes, arrival times, and kitchen logistics.
• Communicate food safety, sanitation, dietary, and allergen requirements to meal volunteers before their scheduled service.
• Welcome volunteer groups upon arrival and provide necessary orientation, supplies, and operational guidance.
• Ensure volunteers understand and follow applicable kitchen cleanliness, food safety, sanitation, and allergen-awareness procedures.
• Track meals served, volunteer hours, program participation, and other relevant information for reporting and donor recognition purposes.
• Assist with identifying open dates on the meal calendar and communicating with community organizations, businesses, restaurants, and individual supporters regarding meal sponsorship opportunities and in-kind donations.

Qualifications

• Bachelor's degree in Communications, Hospitality, Business Administration, or a related field preferred.
• Previous experience in volunteer coordination, hospitality, administration, customer servic