National Volunteer Systems Coordinator - VA

Valid8 Financial, Inc.; Alexandria (VA); On-site; USD 70,000 - 95,000; Full time

Job summary

Islamic Development & Empowerment in America (IDEA) is seeking a National Idealist Systems Coordinator for our Headquarters in Alexandria, VA. You will design systems and data infrastructure powering IDEA’s Idealist network, serve as system administrator for engagement platforms, and coordinate across departments to support national volunteer initiatives.

The role requires strong data reporting, dashboards, and process improvement, with travel as needed and a commitment to IDEA’s values.

Qualifications

• Experience designing or managing data systems, dashboards, and reporting tools.
• Experience with Salesforce reports and dashboards.
• Strong written and oral communication skills.
• Ability to coordinate across multiple departments.
• Willingness to travel.
• Authorized to work in the United States.

Responsibilities

• Maintains idealist records, acts as data custodian, creates reports for strategic decisions.
• Audits opportunities, communications, reporting, and database records; verify hours and data integrity.
• Designs and implements new systems to track data, measure insights, and report findings.
• Serves as system administrator for engagement platforms; manages templates, forms, workflows, dashboards, and permissions.
• Leads the creation of an Idealist login portal and enhances end-to-end digital experience.
• Coordinates inter-departmental needs, supports regional staff, and standardizes resources.

Skills

Data analysis

Program coordination

Communication skills

Time management

Problem solving

Tools

Salesforce

Excel

Power BI

ClickUp

Google Docs

Job description

Job Title: National Idealist Systems Coordinator

Status: Full-time

Islamic Development & Empowerment in America (IDEA) is seeking a detail oriented task driven individual to join our team as the National Idealist Systems Coordinator based in our Headquarters located in Alexandria VA. This position is responsible for providing support to IDEA’s Social Innovation Department. This candidate leads inter-departmental coordination for the Social Innovation Department, tracks idealist (volunteer) events and departmental needs nationally, and drives idealist and community innovation by designing the systems, data infrastructure, and digital experiences that power IDEA’s registered Idealist network. The candidate must show a commitment to IDEA’s faith inspired values and principles as well as a commitment to the vision and mission of the organization.

Essential Duties and Responsibilities:

Data & Reporting

• Maintains idealist records and acts as data custodian for the department, ensuring all data, including historical Idealist data, is accurate and accessible, and creates standard and custom reports to assist in strategic decisions.
• Conducts routine audits of Idealist opportunities, communications, reporting, and database records, including twice-weekly reviews to verify hours are updated and all data is accurately reflected in Salesforce and departmental reporting.
• Designs and implements new systems to track Idealist data, measure insights, and report on findings, including building and maintaining department dashboards.
• Tracks background checks and Idealist waivers to ensure records are complete and current.

Systems Administration & Digital Experience

• Serves as system administrator for Idealist engagement platforms, maintaining opportunity templates, registration forms, workflows, reports, dashboards, and user permissions, and owns ClickUp administration for the department, including KPI/OKR updates, standardized formats for opportunities and emails, and follow-up with the team on requests and submission deadlines (e.g., quarterly reporting, Lattice).
• Leads the creation of a Idealist login portal and an improved end-to-end Idealist digital experience, with a focus on the experiential elements of the Idealist journey.
• Creates, edits, and publishes Salesforce Idealist opportunities, and utilizes email marketing tools and analytics to implement campaigns and strengthen the overall Department of Social Innovation communication strategy.

Cross-Departmental Coordination

• Serves as the inter-departmental coordination point for the Social Innovation Department, collaborating with Development, Programs, Marketing, Operations, HR, and other departments to assess their needs, build volunteer capacity for them, support organizational events, deliver requested data and information, and coordinate volunteer communication needs for cross-departmental campaigns.
• Works closely with the Disaster Management Team (DMT) on Idealist vetting calls and deployment coordination.
• Coordinates the department’s internship program, including interviews, account setup, hour adjustments, and regular follow-up to ensure interns are supported, productive, and treated fairly by staff.

Regional Support & Standardization

• Supports regional idealist coordinators in managing and tracking their events, creating and tracking opportunities, and sending communications efficiently, including designing a better user experience for that workflow.
• Develops, maintains, and distributes standardized resources for regional Social Innovation staff, including templates, toolkits, SOPs, best practice guides, training materials, onboarding resources, webinars, and user guides, and maintains centralized resource libraries (e.g., organized shared drive folders) for easy staff access.
• Coordinates logistical planning and administrative support for national idealist initiatives and campaigns, ensuring consistency across all regions, including international trips; disaster relief deployments, trainings, and workshops; meal packs; medical missions; US programs; national fundraising events; and Fundraisers (e.g., basketball tournaments, paint nights).

Department Operations

• Tracks all volunteer events nationally and maintains a current view of departmental needs across all regions.
• Manages department merchandise, materials, and equipment, including office inventory (e.g., t-shirts, hoodies, Department of Social Innovation merchandise, Chromebooks), creation of branded items such as banners, and shipping to regional teams, and organizes logistics for team retreats and team-building activities.
• Researches volunteering trends and practices at peer organizations and identifies and implements process efficiencies to continuously improve the department.
• Attends events on behalf of the Social Innovation Department when needed and performs other duties as necessary.

Qualifications and Competencies:

• This position requires travel as needed to support organizational activities.
• Experience in the field of volunteering or volunteer management is preferred.
• Excellent written and oral communication skills, presentation skills, and analytical skills.
• Experience designing or managing data systems, dashboards, and reporting tools (e.g., Salesforce reports and dashboards, Excel, Power BI, or similar) strongly preferred.
• Familiarity with user experience (UX) and user-centered design principles for digital tools and portals, preferred.
• Demonstrated interest in innovation, research, and continuous process improvement.
• Strong project coordination skills with the ability to work across multiple departments and regional teams.
• Basic knowledge of principles and practices of volunteer management.
• Able to use computers and program related software proficiently including but not limited to Microsoft Word, Excel, and Google Docs.
• Strong communication and interpersonal skills and ability empower others.
• Must possess the ability to self-manage multiple priorities, using strong time management skills that are complex in nature.
• Must possess and maintain a valid driver’s license.
• Must be authorized to work in the United States.

At IDEA (Islamic Development & Empowerment in America), we are committed to safeguarding and protecting all individuals we come into contact with through our work. IDEA representatives must adhere to its organizational values: Integrity, Service, Resilience, Social Innovation, and Collaboration. In accordance with these values, IDEA operates and enforces policies on Safeguarding, Code of Ethics, and Anti-Harassment and Discrimination.