Volunteer Coordinator

Location: Ponca City, OK

This is a full time position. Pay will be $16 - $19 per hour depending on experience and education.

SUMMARY

The Volunteer Coordinator builds and sustains a volunteer culture where individuals feel welcomed, equipped, appreciated, and inspired to advance NERAs mission. In addition to leading volunteer recruitment, engagement, and community outreach, this position provides administrative support for grant documentation and organizational compliance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operations:

• Coordinate volunteer scheduling and maintain volunteer records.
• Conduct volunteer orientation and training.
• Coordinate volunteer opportunities for food drives, fundraising events, and special projects.
• Recognize and retain volunteers through appreciation and regular communication.
• Provide tours of NERA for volunteers, donors, and community groups.

Administration:

• Maintain organized grant files and supporting documentation.
• Collect, organize, and file receipts related to grant expenditures.
• Maintain grant tracking spreadsheets and reporting logs.
• Track grant deadlines and documentation requirements.
• Assist the Executive Director and Director of Operations in preparing grant reports.
• Maintain organized electronic and paper filing systems.
• Support data entry for grant-funded programs, volunteer records, and organizational databases.
• Assist with board packets, reports, and other administrative projects as assigned.
• Develop efficient administrative systems for volunteer and grant documentation.

Community Outreach:

• Recruit volunteers through community outreach, churches, schools, civic organizations, businesses, and social media.
• Represent NERA at community events and partner meetings.
• Promote volunteer opportunities through presentations, newsletters, social media, and printed materials.
• Develop partnerships that increase volunteer involvement.

Continuous Improvement:

• Recommend improvements to volunteer recruitment and retention systems.
• Collaborate with staff to improve organizational processes.

As appropriate, the Volunteer Coordinator will also perform other duties as assigned by the Director.

QUALIFICATIONS

The ideal candidate has experience coordinating volunteers, employees, or community groups and possesses strong organizational skills with exceptional attention to detail. They communicate effectively both verbally and in writing, are comfortable using spreadsheets, databases, and Google Workspace or Microsoft Office, and can successfully manage multiple priorities while maintaining accuracy and meeting deadlines.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver’s license required. Forklift training provided.

PHYSICAL DEMANDS

Physical demands include only those reasonable in a normal retail store, office and warehouse environment with the ability to lift up to 50 lbs. 

PERSONAL CHARACTERISTICS

The ideal candidate is friendly, welcoming, and enjoys serving people from all backgrounds. They are highly organized, dependable, and attentive to detail, with the ability to balance meaningful public interaction with administrative responsibilities. They consistently demonstrate professionalism, integrity, and ethical conduct while supporting NERAs mission with a positive, service-oriented attitude.