Program Support Coordinator Springfield School Volunteers An hour a week can make a difference

Human Service Forum; Springfield, Northern (MA, KY); Hybrid; USD 47,000 - 49,000; Full time

Benefits offered by this job

Parking provided

Job summary

Springfield School Volunteers (SSV) seeks a full-time Program Support Coordinator to coordinate, administer, monitor, and evaluate volunteer-based programs serving Springfield Public Schools. The role involves communication with volunteers, school staff, families, and partners, and requires maintaining waitlists, placements, and data for reporting.

You will support program evaluation, ensure accurate records, and contribute to program improvements within a small team.

Qualifications

• Associate degree or equivalent combination of education and relevant experience.
• At least two years of experience in program coordination, volunteer management, education, youth services, nonprofit administration, or related fields.
• Strong written and verbal communication skills.
• Effective organizational, time management, and follow-through skills.
• Strong attention to detail and commitment to accurate recordkeeping.
• Ability to learn volunteer-management systems, databases, and reporting tools.

Responsibilities

• Maintain and monitor student, volunteer, and school request waitlists.
• Coordinate placement logistics with schools, volunteers, and SSV staff.
• Schedule pre-match and introductory meetings and communicate relevant details to participants.
• Track each placement from initial requests through confirmation, transition, or closure.
• Follow up on delayed, inactive, or incomplete placements.
• Assist volunteers with applications, forms, orientations, and placement requirements.
• Coordinate volunteer placements with colleges/universities, businesses, and community organizations.
• Track college student volunteer placements, service hours, and other required documentation.
• Communicate with faculty, internship coordinators, and designated community partners regarding logistics for established placements.

Skills

Communication skills

Organizational skills

Detail-oriented

Team collaboration

Confidential information handling

Professional demeanor

Education

Associate degree or equivalent

Bachelor’s degree (preferred)

Tools

Microsoft Office

Google Workspace

Volunteer-management systems

Job description

Organizational Description

Springfield School Volunteers (SSV) is a non-profit organization that has connected community resources with the needs of the Springfield Public Schools (SPS) since 1969. SSV supports positive relationships between volunteers and students to encourage academic excellence, social and emotional growth, and regular school attendance.

Position Summary

We are seeking a full-time (40 hours/week) Program Support Coordinator to assist with the coordination, administration, monitoring, and evaluation of volunteer-based programs. The Program Support Coordinator will communicate regularly with volunteers, school personnel, families, community partners, and SSV staff. The position will help manage student and volunteer waitlists, coordinate placements, maintain accurate program records, monitor volunteer-student matches, and collect information for program evaluation and reporting.

The successful candidate will be organized, responsive, detail-oriented, and comfortable working collaboratively in a small team environment.

Primary Responsibilities

Placement Coordination

• Maintain and monitor student, volunteer, and school request waitlists.
• Review waitlists and prepare information about potential matches for team discussions.
• Coordinate placement logistics with schools, volunteers, and SSV staff.
• Schedule pre-match and introductory meetings and communicate relevant details to participants.
• Track each placement from initial requests through confirmation, transition, or closure.
• Follow up on delayed, inactive, or incomplete placements.
• Assist volunteers with applications, forms, orientations, and placement requirements.
• Support schools in submitting volunteer requests and completing required program information.
• Coordinate volunteer placements with colleges/universities, businesses, and community organizations.
• Track college student volunteer placements, service hours, and other required documentation.
• Communicate with faculty, internship coordinators, and designated community partners regarding logistics for established placements.

Match and Participant Support

• Maintain regular contact with volunteers and school contacts.
• Monitor participation, communication, scheduling, and relationship progress.
• Document match-related discussions, concerns, and follow-up actions.
• Alert the Director of Programs to concerns requiring additional support.
• Assist with resolving routine placement or communication challenges.
• Respond to program-related questions and provide routine support to volunteers, schools, families, colleges, and community partners regarding established placements.

Program Records and Data Quality

• Gather and record baseline and follow-up information for students and volunteers.
• Create and maintain comprehensive electronic match files and program files.
• Review records for missing, duplicate, inconsistent, or outdated information, and follow up as needed.
• Maintain required consent, confidentiality, and program documentation.
• Protect student, volunteer, and organizational information by following established protocols.
• Maintain current participant and contact information.
• Track volunteer hours, match activity, and other established program data.
• Maintain accurate documentation related to college/community volunteer placements.

Reporting Support

• Compile program information for monthly and annual grant, board, school, and funder reports.
• Generate routine reports on volunteer participation, student reach, waitlists, placements, volunteer hours, outcomes, and other established measures.
• Assist with surveys and evaluations.
• Prepare data for dashboards, charts, and program summaries.
• Collect and organize program-impact information, stakeholder feedback, and supporting examples for internal and external reporting.
• Provide accurate and timely program data to the Director of Programs for analysis and decision-making.

Program Administration and Process Improvement

• Maintain shared calendars, schedules, contact lists, and other program implementation tools.
• Assist with program meetings, school visits, and orientations.
• Prepare routine program correspondence, volunteer materials, reports, presentations, and other operational documents.
• Research and recommend updated program and volunteer-support resources.
• Identify opportunities to improve forms, tracking systems, placement workflows, and program-support procedures.
• Provide administrative support for mentoring, Read Aloud, academic support, and other established SSV initiatives as assigned.
• Help maintain standardized tools, forms, procedures, and workflows.

Required Qualifications

• Associate degree or equivalent combination of education and relevant experience
• At least two years of experience in program coordination, volunteer management, education, youth services, nonprofit administration, human services, or related fields
• Strong written and verbal communication skills
• Effective organizational, time management, and follow-through skills
• Strong attention to detail and commitment to accurate recordkeeping
• Ability to manage multiple responsibilities and deadlines
• Proficiency with Microsoft Office and Google applications
• Ability to learn volunteer-management systems, databases, and reporting tools
• Ability to work independently and collaboratively in a small team environment
• Ability to handle confidential and sensitive information appropriately
• Professional demeanor

Preferred Qualifications

• Bachelor’s degree in education, human services, nonprofit management, social work, psychology, business administration, or related field
• Experience working with schools, volunteers, students, families, or community partners
• Experience with databases, data entry, reporting, or program evaluation
• Familiarity with Springfield Public Schools or the Springfield community
• Bilingual or multilingual communication skills

Wage and Benefit Information

The salary range for this position is $46,500 – $48,500, commensurate with experience. Parking provided.

SSV is committed to assuring equal opportunity and equal consideration to all individuals. Bilingual candidates are encouraged to apply. For more information, visit springfieldschoolvolunteers.org.