Administrative Assistant - Volunteer Programs

Theodore Roosevelt Medora Foundation • Medora, ND

2h

About The Position

The Administrative Assistant – Volunteer Programs works at the direction of and in coordination with the Director of Volunteer Programs at the Theodore Roosevelt Medora Foundation (TRMF), a tourism operation and 501(c)(3) nonprofit organization. The role supports the Volunteer Program through administrative work, presentations and public speaking, training sessions, special-event coordination and staffing, and other program activities.

The position helps manage volunteer applications, records, schedules, housing coordination, orientations, evaluations, and communications. It also supports volunteer coverage across venues, maintains the Spirit of Work Lodge, trains shuttle drivers, helps resolve issues, and contributes to volunteer safety. The role requires timely, professional communication and a flexible schedule that may include days, evenings, weekends, and holidays.

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 address 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.
• Ability to maintain confidentiality as needed regarding volunteers, TRMF, guests, and staff.
• Proficiency with Microsoft Office Suite or related software, and ability to work with and learn various computer systems.
• Ability to respond to volunteer-services emails and phone calls in a timely, accurate, and professional manner.
• Willingness to work a flexible schedule, including days, evenings, weekends, and holidays, to meet seasonal operational demands.
• Experience directing, training, and addressing small and large groups.

Nice To Haves

• Two years of relevant experience as an Administrative Assistant or experience in Volunteer Management.
• Knowledge of nonprofit organizations and fundraising.

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 maintenance and updating of TRMF’s volunteer database.
• Communicate with the Director of Volunteer Programs to track potential and interested volunteers for future sessions.
• Maintain the Spirit of Work Lodge, including restocking rooms and public areas, inspecting spaces 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 sign-out procedures for a 10–14-passenger vehicle.
• Collaborate with the Director of Volunteer Programs to build master schedules for each session.
• Troubleshoot issues volunteers encounter at venues or with staff, and address those issues when the Director of Volunteer Programs is absent.
• Provide input and assistance to help ensure volunteer safety in work and lodging environments.
• Assist with weekly wrap-up meetings and ensure supplies and materials are prepared.
• 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.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed