Volunteer & Intern Program Assistant

Inglis; Philadelphia (Philadelphia County); On-site; USD 38,000 - 45,000; Full time

Job summary

The Volunteer & Intern Program Assistant at Inglis in Philadelphia supports a positive, mission-driven volunteer and intern experience across the organization, handling onboarding, records, and ongoing engagement.

You will coordinate orientations, manage the volunteer management system, track hours, assist with surveys and reporting, and help plan recognition events while upholding confidentiality and a welcoming, organized environment for volunteers and residents.

Qualifications

• Bachelor’s degree in human services, social work, psychology, or related field.
• 1-3 years of volunteer coordination or nonprofit administration experience.
• Strong interpersonal and communication skills, detail-oriented and organized.
• Ability to lead groups and multi-task effectively.

Responsibilities

• Serve as primary contact for new volunteer and intern inquiries and onboarding.
• Coordinate onboarding requirements and maintain accurate records.
• Administer the volunteer management system and track hours.
• Plan and execute volunteer recognition and events.
• Support data collection through surveys and reporting.
• Foster a welcoming, confidential environment for volunteers.

Skills

Interpersonal skills

Communication skills

Attention to detail

Organizational skills

Group leadership

Multi-tasking

Education

Bachelor’s degree in human services, social work, psychology, or related field

Job description

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.

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.

Onboarding Process Coordination

• 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

Background Check Processes

• Monitoring outstanding FBI clearances
• Conducting regular follow-ups with volunteers
• Coordinating reimbursement processing with the business office

Maintain Accurate Digital And Physical Records

• 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 an engaging lunchtime program for one-day groups to enhance volunteer experience and deepen understanding of organizational impact and mission.

Deliver ongoing support by proactively addressing volunteer questions and concerns to ensure a positive and meaningful experience for one-day groups and recurring volunteers.

Participate alongside volunteers at special events to broaden experience of working with service recipients and deepen understanding of organization impact and mission.

Exercise sound judgment when handling confidential situations and sensitive matters.

Volunteer Management System

Ensure all volunteer profiles are complete and accurate.

Create and manage volunteer and intern opportunities, tailoring schedules to individual availability and organizational needs.

Track and enter volunteer hours on a weekly/monthly basis.

Manage event check-in/check-out processes.

Data, Surveys & Reporting

• Distribute volunteer surveys aligned with participation milestones
• Monitor and track survey responses to assess satisfaction and engagement

Recognition & Retention

• Support the planning and delivery of the annual volunteer and intern recognition event
• Assist in ongoing recognition initiatives to enhance volunteer satisfaction and retention

What We’re Looking For

• Bachelor’s degree in human services, Social Work, Psychology, or a related field
• 1-3 years of experience in volunteer coordination, community outreach, or administrative support – preferably with a nonprofit or human-services setting
• Strong interpersonal and communication skills; high attention to detail and strong organizational abilities; comfort leading groups; ability to multi-task effectively

Pay Rate for this Role: $38k-$45k/Annually

Join Us

This is your chance to be a part of a team of dedicated staff. Be part of a team that’s not just making a difference but leading the way daily. If you’re ready to make a significant impact and lead with passion, we’d love to hear from you.

Apply Now to Become a Part of the Inglis Family!