New Applicant Volunteer Onboarding Specialist- Level 1

Mercy Ships; Lindale (TX); Hybrid; USD 28,000 - 30,000; Full time

Job summary

Mercy Ships is seeking a New Applicant Volunteer Onboarding Specialist - Level 1 to support new volunteers through onboarding, ensuring required steps are completed efficiently and with a welcoming experience.

The role emphasizes administrative support, document verification, and clear communication, with a hybrid schedule of three days on-site in Lindale, Texas.

Qualifications

• High school diploma or GED required.
• 1+ years of experience in customer service, administrative support, or volunteer coordination preferred.
• Completion of Mercy Ships Entry Training within the first year.

Responsibilities

• Support onboarding for new volunteers with documentation and process steps.
• Maintain regular communication with applicants on progress and next steps.
• Coordinate with Medical, P&C, Finance, and Travel departments as a gatekeeper of information.
• Track outstanding documentation and ensure compliance before deployment.

Skills

Microsoft Office

Google Suite

Database systems

Customer service

Communication

Education

High school diploma / GED

Tools

ATS (applicant tracking system)

Office equipment

Job description

The New Applicant Volunteer Onboarding Specialist - Level 1 supports the onboarding process for new volunteers, ensuring they complete the required steps efficiently and receive a warm, welcoming experience. This role focuses on administrative support, document verification, and clear communication with applicants to guide them through the onboarding process.

This role is a FULL TIME, HYBRID position requiring 3 days/week onsite at our office in Lindale, Texas

Compensation range is $20-22/hour

Compensation range listed is for U.S. hires only. Actual compensation may vary dependent upon location of hire.

How You Will Contribute:

• Ensure volunteers are fully prepared for their journey to the ship, providing guidance on required documentation, compliance steps, and necessary travel preparations.
• Maintain regular communication with applicants, updating them on onboarding progress, requirements, and next steps.
• Act as a gatekeeper of information, facilitating communication between applicants and internal departments such as Medical, P&C, Finance, and Travel.
• Monitor and track outstanding documentation, compliance approvals, and departmental clearances, ensuring volunteers meet all necessary requirements before deployment.

Application & Documentation Processing

• Process new volunteer applications, ensuring all required documents are submitted and complete.
• Verify applicant information for accuracy and compliance with organizational requirements.
• Enter and update applicant records in the applicant tracking system (ATS).
• Support background checks, medical reviews, and other compliance related screenings.
• Provide clear, timely, and professional communication to volunteers about their onboarding status and next steps.
• Respond to inquiries via email, phone, or other communication platforms.
• Guide applicants through the onboarding timeline, ensuring they complete steps on time.

Administrative Support

• Maintain accurate and organized records of applicants and onboarding progress.
• Assist in scheduling interviews, training sessions, and onboarding meetings.
• Collaborate with internal teams to ensure a seamless onboarding process.

Organization Alignment and Compliance

• Maintain alignment with Mercy Ships Core Values, Code of Conduct, and follow all policies and procedures published on Compass.
• Ensure compliance with all volunteer credentialing, background checks, and onboarding requirements.
• Follows the model of Jesus and aligns with our core values by Loving God; Loving and Serving Others; Being a Person of Integrity; and a Person of Excellence in all you say and do.
• Additional responsibilities may be assigned that are not included in the information provided in this job description.

Ideal Candidate:

• Mercy Ships Culture and Alignment - Is aligned with Mercy Ships’ mission, core values, culture and Code of Conduct. Takes an active role in supporting the Community of Faith and lives out our Core Values. Achieves a high level of trust in relationships, respects others, is open and honest, and admits mistakes.
• Teamwork - Works cooperatively and actively engages with others by sharing responsibilities and information.
• maintains positive working relationships through clear and effective communication.
• Business Function – Shows technical and professional expertise for their scope of work and maintains stakeholders focus, seeking to meet the expectations, requirements, and needs of internal and external stakeholders.
• Hybrid Work Schedule – A minimum of three (3) days on-site per week is required unless alternative arrangements are approved in advance by leadership.
• Office Environment – Work is performed in a professional office setting with frequent computer and phone use.
• Collaboration – Requires frequent interaction with team members, volunteers, department heads, and external stakeholders.
• Pacing & Workflow – Fast-paced role requiring the ability to manage multiple priorities simultaneously and meet deadlines.
• Some Travel – Occasional travel may be required for Staff Member training or conferences.
• Emotional Resilience – May involve discussions with volunteers navigating complex onboarding processes, visa issues, or compliance requirements.
• Strong attention to detail and ability to manage multiple tasks efficiently.
• Basic proficiency in Microsoft Office, Google Suite, and database systems.
• Excellent communication and interpersonal skills with a customer-service mindset.
• Ability to follow structured processes and work in a fast-paced environment.
• Ability to sit at a desk and work on a computer for extended periods.
• Occasionally required to lift materials (e.g., files, office supplies) up to 15 pounds.
• Reasonable accommodation may be made to perform the essential functions of the job.

Education and Experience:

• High school diploma or GED required.
• One+ years of experience in customer service, administrative support, P&C, or volunteer coordination preferred.
• Or equivalent combination of experience and education.
• Successful completion of Mercy Ships Entry Training will be required within the first year.