New Applicant Volunteer Onboarding Specialist- Level 1

Mercy Ships•Lindale, TX

5d•$20 - $22•Hybrid

About The Position

The New Applicant Volunteer Onboarding Specialist - Level 1 supports the onboarding process for new volunteers, ensuring they complete the required steps efficiently and receive a warm, welcoming experience. This role focuses on administrative support, document verification, and clear communication with applicants to guide them through the onboarding process. This role is a FULL TIME, HYBRID position requiring 3 days/week onsite at our office in Lindale, Texas.

Requirements

High school diploma or GED required.
One+ years of experience in customer service, administrative support, P&C, or volunteer coordination preferred.
Or equivalent combination of experience and education.
Successful completion of Mercy Ships Entry Training will be required within the first year.
Mercy Ships Culture and Alignment - Is aligned with Mercy Ships’ mission, core values, culture and Code of Conduct. Takes an active role in supporting the Community of Faith and lives out our Core Values. Achieves a high level of trust in relationships, respects others, is open and honest, and admits mistakes.
Teamwork - Works cooperatively and actively engages with others by sharing responsibilities and information. Develops rapport with team members and maintains positive working relationships through clear and effective communication.
Business Function – Shows technical and professional expertise for their scope of work and maintains stakeholders focus, seeking to meet the expectations, requirements, and needs of internal and external stakeholders.
Hybrid Work Schedule – A minimum of three (3) days on-site per week is required unless alternative arrangements are approved in advance by leadership.
Office Environment – Work is performed in a professional office setting with frequent computer and phone use.
Collaboration – Requires frequent interaction with team members, volunteers, department heads, and external stakeholders.
Pacing & Workflow – Fast-paced role requiring the ability to manage multiple priorities simultaneously and meet deadlines.
Some Travel – Occasional travel may be required for Staff Member training or conferences.
Emotional Resilience – May involve discussions with volunteers navigating complex onboarding processes, visa issues, or compliance requirements.
Strong attention to detail and ability to manage multiple tasks efficiently.
Basic proficiency in Microsoft Office, Google Suite, and database systems.
Excellent communication and interpersonal skills with a customer-service mindset.
Ability to follow structured processes and work in a fast-paced environment.
Ability to sit at a desk and work on a computer for extended periods.
Occasionally required to lift materials (e.g., files, office supplies) up to 15 pounds.
Reasonable accommodation may be made to perform the essential functions of the job.

Responsibilities

Ensure volunteers are fully prepared for their journey to the ship, providing guidance on required documentation, compliance steps, and necessary travel preparations.
Maintain regular communication with applicants, updating them on onboarding progress, requirements, and next steps.
Act as a gatekeeper of information, facilitating communication between applicants and internal departments such as Medical, P&C, Finance, and Travel.
Monitor and track outstanding documentation, compliance approvals, and departmental clearances, ensuring volunteers meet all necessary requirements before deployment.
Process new volunteer applications, ensuring all required documents are submitted and complete.
Verify applicant information for accuracy and compliance with organizational requirements.
Enter and update applicant records in the applicant tracking system (ATS).
Support background checks, medical reviews, and other compliance related screenings.
Provide clear, timely, and professional communication to volunteers about their onboarding status and next steps.
Respond to inquiries via email, phone, or other communication platforms.
Guide applicants through the onboarding timeline, ensuring they complete steps on time.
Maintain accurate and organized records of applicants and onboarding progress.
Assist in scheduling interviews, training sessions, and onboarding meetings.
Collaborate with internal teams to ensure a seamless onboarding process.
Maintain alignment with Mercy Ships Core Values, Code of Conduct, and follow all policies and procedures published on Compass.
Ensure compliance with all volunteer credentialing, background checks, and onboarding requirements.
Follows the model of Jesus and aligns with our core values by Loving God; Loving and Serving Others; Being a Person of Integrity; and a Person of Excellence in all you say and do.
Additional responsibilities may be assigned that are not included in the information provided in this job description.