Volunteer Services Program Assistant

Position Summary

The Program Assistant supports the Volunteer Services Manager in delivering high-quality volunteer engagement, nonprofit capacity building, and disaster readiness services across CVNLs service counties. This role provides essential coordination, administrative, and programmatic support to ensure volunteer recruitment, matching, recognition, events,trainings, and emergency response activitiesoperatesmoothly and consistently.This position plays a vital role in advancing CVNLs mission of equipping strong nonprofits with confident and prepared leaders and volunteers.

Volunteer Recruitment & Program Support

• Maintain calendars for department activities, meetings, and events.

• Support CVNLs online volunteer matching portal ((url removed)), includingposting opportunities and assisting partners/agencies with navigationand troubleshooting.

• Track andmaintainaccuratevolunteer data, including volunteer hours, assignments, volunteer leaders, and opportunities.

• Support planning and execution of Days of Service, corporate volunteer projects, and other volunteer engagement activities (registration, scheduling, materials, confirmations, day-oflogistics).

• Assistwithvolunteerand agency outreach and recruitment efforts.

• Assistwith volunteer recognition efforts, including tracking milestones, preparing acknowledgements, and supportingrecognitionevents or communications.

AdministrativeResponsibilities

• Respond to inquiries via phone, email, and in-person with excellent customer service.

• Prepare agendas, take meeting minutes, and distribute follow-up communications for designated programs.

• Schedule and support portal training sessions and webinars.

• Compile monthly and quarterly reports on volunteer engagement and program metrics.

• Collaborate with Marketing and Communication department for event social media and portal-related campaigns and communication requests.

• Collaborate with other departments to support cross-functional initiatives involving volunteers and community engagement.

• Maintain updated calendars and timelines for program deliverables.

• Perform other related duties as assigned to support Volunteer Services programs and organizational goals.

Disaster Readiness & Emergency Volunteer Center (EVC) Support

• Support disaster preparedness efforts byassistingwith documentation, traininglogistics, volunteer records, and communication materials related to emergency volunteer management.

• During declared disasters or emergencies, support the Emergency Volunteer Center (EVC) byassistingwith volunteer intake, scheduling, data entry, communication, and operational coordination.

• Assistwith meeting preparation, materials, and follow-up for COAD/VOAD and long-term recovery groups as directed.

• Maintainorganized records related to disaster response activities,trainings, and volunteer engagement.

Requirements

• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.

• 12 years of administrative or program support experience, preferably in a nonprofit setting.

• Strongproficiencyin MS Office (Excel, Outlook, Word)

• Excellent written and verbal communication skills.

• Comfort working with databases, spreadsheets, and online platforms; ability to learn new systems quickly.

• Customer-service mindset with the ability to work effectively with volunteers, nonprofit staff, and community partners.

• High attention to detail and commitment toaccuratedata tracking.

• Proven ability to work effectively and respectfully with diverse groups of varying cultures, ethnicities, age groups, abilities, etc.

• Must have reliable transportation, a valid CA driverslicenseand proof of auto insurance.

Preferred:

• Familiarity with project management software (Basecamp.)

• Proficient in Salesforce/Hubspot(CRM) and volunteer management software.

• CERT training or interest in disaster preparedness.

• Bilingual in Spanish

Physical Demands & Work Schedule

MondayFriday, 9am5pm (37.5 hour work week), with occasional evening/weekend support for events. Frequent travel across Sonoma, Marin,Solanoand Napa Counties (mileage reimbursement provided).

Benefits

• Vacation: 12 days in year 1, 15 days in year 2, 20 days in year 5.
• Sick: 11 Sick days per year
• Holidays: 13 days observed.
• Health Insurance with base plan 100% covered by employer.
• Vision and Dental Insurance.
• 403B Retirement Plans with 3.5% employer contribution after 12 months.
• Staff have regular opportunities to participate in professional development workshops and classes offered at CVNL

Compensation:
The budgeted starting salary that CVNL reasonably expects to pay for this position is $22.59 to $25.04. This takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, external market comparisons for similar positions in similar geographic locations and size. Offers are determined based on final candidate qualifications and experience.

CVNL is an equal opportunity employer and makes employment decisions on the basis of qualifications. The Agency policy prohibits unlawful discrimination in any employment decision based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law or ordinance or regulation.