Office of Volunteer Services (OVS) Program Assistant

The Office of Volunteer Services (OVS) Program Assistant plays a key role in supporting meaningful, mission-driven volunteer engagement across our programs. In this role, you will help ensure that volunteers feel welcomed, prepared, and appreciated while also supporting the smooth day-to-day operations of OVS. Working closely with the OVS team and program staff, you will assist with recruitment, onboarding, scheduling, communications, and recordkeeping so that volunteers can focus on making a positive impact in the community. This is a great opportunity for someone who is highly organized, people-focused, and eager to learn more about volunteer management and nonprofit operations. You will interact regularly with volunteers, staff, and community partners, helping to create a positive, inclusive, and professional experience for everyone involved. Coordinate day-to-day operations of Office of Volunteer Services (OVS) programs, ensuring responsive customer service and timely follow-up to participant and volunteer inquiries across multiple service lines. Manage scheduling and appointment coordination for Volunteer Income Tax Assistance (VITA) and site coordinator activities, Senior Health Insurance Program (SHIP), Career Closet (including assisting on-site), and other OVS program activities. Maintain clear, professional communication between OVS, other EBCAP programs, volunteers, community partners, and participants to support effective service delivery and operational coordination. Organize and coordinate health education workshops and community-based programming, including logistics, materials, room/space setup, and participant communications to ensure successful execution. Support volunteer engagement and AmeriCorps Seniors / Retired & Senior Volunteer Program (RSVP) initiatives by coordinating administrative processes that enable recruitment, onboarding, scheduling, and recognition of volunteers. Maintain accurate records, databases, contact lists, and program files to support compliance, reporting, and operational effectiveness across OVS programs. Process vendor invoices and financial documentation in accordance with agency procedures, ensuring timely and accurate data entry. Prepare reports, meeting materials, and documentation that provide accurate information for program management and decision-making. Develop and coordinate outreach materials, newsletters, presentations, and promotional resources to increase awareness of OVS programs and services. Coordinate Blackboard Connect and other outreach communications to support participant engagement, program attendance, and community awareness. Plan and coordinate logistics for community engagement initiatives, volunteer recognition activities, Adopt-A-Family, SOCTOBER, and other special events to ensure positive participant experiences. Contribute to special projects, new program initiatives, and organizational priorities by providing administrative and operational support as assigned. Maintain a welcoming, professional, and service-oriented presence in all interactions with participants, volunteers, staff, and community partners. Experience & education Entry-level experience (0–3 years) in an administrative, customer service, nonprofit, or related role; volunteer experience is a plus. Skills & competencies Strong interpersonal and communication skills, with the ability to build positive relationships with volunteers, staff, and community partners. Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities. Comfort using basic office technology (e.g., email, word processing, spreadsheets) and willingness to learn new systems and databases. Dependable, professional, and able to maintain confidentiality when handling sensitive information. Ability to work both independently and as part of a team in a fast-paced, service-oriented environment. Demonstrated commitment to equity, inclusion, and respect for individuals from diverse backgrounds and lived experiences. Other requirements Ability to sit, stand, and move between program spaces as required to support volunteers and staff. Benefits may include: Medical, dental, and vision insurance options. Paid time off including vacation, sick leave, and holidays (pro-rated for part-time employees, if applicable). Retirement plan with employer contribution or match. Employer-paid life insurance and access to an employee assistance program. Professional development and training opportunities related to volunteer management and nonprofit work. Potential mileage reimbursement for approved work-related travel. Please adjust this section to reflect the specific benefits and eligibility for this position at your organization.