Volunteer & Intern Program Assistant

## Description **Exciting Opportunity**: Volunteer & Intern Program Assistant **Location**: 2600 Belmont Ave, Philadelphia, PA 19131 **Your Impact**: The Volunteer and Intern Program Assistant plays a key role in supporting a positive, well organized, and mission aligned volunteer and intern experience across the organization. This position supports the full lifecycle of volunteer and intern engagement—from initial inquiry and onboarding to ongoing support, engagement, and recognition. The Volunteer Assistant coordinates communication, ensures completion of onboarding requirements, and maintains accurate digital and physical records. In partnership with program staff and the Volunteer & Internship Manager, this role facilitates group orientations, supports on-site volunteer experiences, and helps foster meaningful connections between volunteers, service recipients, and Inglis’ mission. The Volunteer Assistant also administers the volunteer management system, ensuring profiles, schedules, and hours are up to date, while supporting data collection through surveys and reporting. Additionally, the role contributes to volunteer recognition and retention efforts, including planning special events and ongoing appreciation initiatives. The Volunteer Assistant must exercise sound judgment, maintain confidentiality, and provide a welcoming, organized, and responsive environment that enhances satisfaction and promotes long term engagement among volunteers and interns. This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability. **What You'll Do**: **Inquiries & Onboarding** Serve as the primary point of contact for all new volunteer and intern inquiries; respond promptly and distribute interest forms. Prioritize and categorize inquiries by urgency, maintaining a comprehensive tracking system to monitor the full volunteer lifecycle. Maintain daily communication with the Volunteer & Internship Manager regarding new inquiries and participate in selected interviews. Prepare, print, and organize all orientation material. Coordinate and facilitate the onboarding process for accepted volunteers and interns by: Communicating all onboarding requirements and deadlines Monitoring completion for accuracy and compliance Following up on incomplete or incorrect submissions Ensuring all requirements are fulfilled prior to orientation Track and manage background check processes, including: Monitoring outstanding Federal Bureau of Investigation (FBI) clearances Conducting regular follow-ups with volunteers Coordinating reimbursement processing with the business office Maintain accurate digital and physical records by: Scanning and uploading documentation to electronic management system Creating and organizing volunteer files (active and inactive) Updating volunteer status upon program completion **Volunteer Engagement** Liaise with program staff to coordinate volunteer group schedules while planning upcoming activities. Facilitate orientation sessions for one-day volunteer groups, providing a comprehensive overview of the organization, outlining protocols, and reviewing the day’s schedule.Escort and support one-day volunteer groups throughout their on-site experience, including participation in programs and interacting with residents. Lead and host engaging lunchtime program for on…