Job Title: Special Events & Volunteer Associate

FLSA Status: Full Time - non-exempt 
Reports to: Development, Special Events & Volunteer Manager

Schedule: 40 hrs./week
Supervises: N/A

Rate of Pay: $25.50/HR

Closing Date: 3/6/2025

Benefits: Standard; Full-Time, Non-Exempt employees are eligible for but not limited to the following: 

Health, vision, dental, life as well as voluntary life and disability insurance Sick leave benefit – 1 day per month, 12 sick days per year (accrual and availability begins at hire) Vacation benefit – 10 vacation days per year, accrued at the rate of .0385 hours for each hour worked, excluding overtime (accrual begins at hire but may not be used until the completion of six months of employment) One floating day off for use (accrued immediately, and again annually, but may not be used until the completion of the initial three-month introductory period of employment) Pension Plan (after one year of continuous service) Voluntary Tax-Deferred Annuity Plan (403(b)plan)

Function

The Special Events & Volunteer Associate position provides essential support to the Special Events & Volunteer Manager by assisting with the planning, coordination, and execution of various events and volunteer activities. This role works behind the scenes to ensure logistical details are handled, communications are streamlined, and both events and volunteer programs run smoothly. This position will also help manage volunteer schedules, maintain the volunteer database, and provide administrative assistance to the Corps, Special Events & Volunteer Manager, and Director of Development. This is a detail-oriented role requiring strong organizational and interpersonal skills.

 

Duties and Responsibilities

  Administrative Duties

Perform general administrative tasks, including editing and formatting documents and spreadsheets, answering phone calls and email inquiries, scheduling meetings, and meeting support. Assist the Special Events & Volunteer Manager, and occasionally, Director of Development with general administrative tasks Collect and organize reservation information for upcoming events and volunteer opportunities. Gather and maintain accurate information and data from other Salvation Army locations for reporting purposes.

 

Corps Support:

Act as the primary point of contact (POC) for addressing questions, inquiries, and feedback from the public and local businesses, ensuring timely communication with the respective Corps or Officers. Manage and post volunteer opportunities, as well as troubleshoot issues in the Volunteer Management System (VMS) for local and Corps volunteer coordinators. Serve as the Corps' main POC for generating and submitting reports for large-scale campaigns, including Angel Tree, Pack A Backpack, and Kettle Kick-Offs. Assist with the conceptualization and development of events and potential volunteer programs to enhance community engagement. Facilitate communication between Corps and large volunteer organizations, acting as a liaison to strengthen relationships and coordinate efforts. Develop standardized templates and materials to support Corps in effectively managing their volunteer needs.

 

 Event Support:

Assist in organizing event logistics, including setup, registration, and breakdown. Coordinate with vendors, volunteers, and staff to ensure events run smoothly. Maintain detailed event schedules, checklists, and supply inventories. Help prepare event materials such as signage, name tags, and program guides.

 

Volunteer Coordination

Assist the Special Events & Volunteer Manager with activities related to volunteer opportunities Update and monitor TSA West Volunteer website with new, upcoming opportunities as necessary Recruit, schedule, and communicate with volunteers, ensuring they have the information and resources needed. Support volunteer activities during events, providing guidance and assistance as necessary.

 

Communications & Outreach

Draft and distribute event-related communications, such as invitations, thank-you notes, and follow-up emails. Respond to inquiries from volunteers, community partners, and event participants. Work with Integrate Marketing Manager to create content for newsletters, social media, and event promotion.

 

Additional Duties

Assist with other tasks and projects as assigned by the Special Events & Volunteer Manager to support the overall mission of The Salvation Army.

 

The Salvation Army is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

 

Education, Experience, Skills, Qualifications

Education/Experience High School diploma or G.E.D. required. Work experience commensurate with the duties and responsibilities preferred. Relevant event coordination experience, preferred Relevant volunteer coordination experience, preferred Skills  Commitment to the mission of The Salvation Army  Strong written and verbal communication  Strong interpersonal skills  Keen attention to detail  Digital design experience  Desire to serve others by building on their strengths  Competent in working independently within clear parameters in a team environment

 

Qualifications Associate’s degree in business administration, communications, hospitality, or a related field preferred. 2+ years of experience in administrative role, event planning, volunteer management, or a related role. Strong organizational and project management skills, with a keen attention to detail. Excellent communication and interpersonal skills. Ability to work independently and as part of a collaborative team. Proficiency in Microsoft Office Suite required Experience using Canva Designs, preferred. Experience working with diverse communities Flexibility to work evenings and weekends as needed for events required.

 

Driving If the position requires driving: Must be minimally 21 years of age and possessing a valid in-state Driver's License Background Check Continued employment will be contingent upon a biennial (every two years) background check that is processed in accordance with The Salvation Army’s policies.

 

Physical Requirements

Ability to maneuver. Ability to remain in a stationary position. Ability to grasp, push, pull, and reach overhead. Ability to operate telephone. Ability to lift 50 pounds. Ability to access and produce information from the computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation.

 

A request to modify or adjust these requirements may be made to your supervisor and HR. The Salvation Army would attempt to satisfy requests if the accommodation needed is reasonable and presents no undue hardship.