Administrative Assistant - Volunteer Programs

Theodore Roosevelt Medora Foundation•Medora, ND

About The Position

The Administrative Assistant – Volunteer Programs for the Theodore Roosevelt Medora Foundation works at the direction of and in coordination with the Director of Volunteer Programs. The role supports the Volunteer Program through administrative tasks, presentations and public speaking, training sessions, coordinating and staffing special events, and other program activities.

Requirements

Excellent verbal and written communication skills.
Comfort addressing interpersonal and guest-service concerns.
Ability to de-escalate situations using critical thinking skills.
Comfort making and answering phone calls to assist with volunteer needs, including filling open volunteer slots and answering questions.
Ability to remain calm and patient when facing challenges.
Efficient decision-making and time-management skills.
Clean U.S. driver’s license and comfort driving a 10–14-passenger vehicle.
Ability to adapt to change and remain flexible in planning and expectations.
Understand the importance of maintaining confidentiality concerning volunteers, TRMF, guests, and staff.
Proficiency with Microsoft Office Suite or related software, and ability to use and learn computer systems.
Willingness to work a flexible schedule, including days, evenings, weekends, and holidays, to meet seasonal operational needs.
Prolonged periods sitting at a desk and working on a computer; ability to lift up to 15 pounds occasionally; outdoor work in varied conditions; frequent walking, standing, lifting, bending, and stair use; repetitive use of hands and arms.

Nice To Haves

Two years of relevant experience as an Administrative Assistant or experience in Volunteer Management.
Knowledge of nonprofit organizations and fundraising.
Experience directing and training groups and addressing both small and large groups.

Responsibilities

Perform duties assigned by the Director of Volunteer Programs, including leading volunteer orientations and assisting with housing coordination.
Assist with preparing and managing the volunteer application process throughout the season.
Support the maintenance and updating of the volunteer database and track potential or interested volunteers for future sessions.
Maintain the Spirit of Work Lodge, including restocking rooms and public areas, completing inspections before volunteer move-in, updating flyers or communications, and tidying rooms and public areas as needed.
Coordinate with other departments to facilitate volunteer coverage for all venues.
Train volunteer shuttle drivers on vehicle safety, fueling, and vehicle sign-out procedures for a 10–14-passenger vehicle.
Collaborate with the Director of Volunteer Programs to build master schedules for each session.
Troubleshoot volunteer issues at venues or with staff, and address them when the Director of Volunteer Programs is absent.
Provide input and assistance to help ensure volunteer safety in the environments where volunteers work and stay in Medora.
Assist with weekly wrap-up meetings and prepare necessary supplies and materials.
Maintain an up-to-date database of volunteer evaluations and provide reports as requested.
Assist the Director of Volunteer Programs with administrative tasks across all aspects of the volunteer process.
Respond to volunteer-service emails and phone calls in a timely, accurate, and professional manner.