Volunteer Operations Associate

Job Title: Volunteer Operations Associate

Department: Development

Reports to: Deputy Executive Director

Works with: Volunteer Operations Manager

Position Type: Full Time

Hours: 35 hours per week

FLSA Classification: Non-Exempt

Schedule: Tuesday- Saturday 8:00 AM – 4:00 PM with a one-hour lunch break, on-site

Summary

The Volunteer Operations Associate carries the day-to-day operations of CHiPS’ volunteer program. The Associate is the first point of contact for volunteer inquiries and is responsible for converting interest into scheduled, prepared volunteers. This position maintains volunteer scheduling, records, and communications, provides on-site shift support across CHiPS locations, and works in close partnership with the Volunteer Operations Manager, who sets program strategy and priorities.

Volunteer Response & Onboarding

• Alongside the Volunteer Manager monitor the volunteer inbox and respond to individual and group volunteer inquiries
• Convert inquiries into scheduled shifts; follow up on non-responders and track conversion
• Process new volunteer registrations, waivers, and orientation scheduling
• Alongside Volunteer Manger deliver live volunteer orientations and maintain the self-guided orientation materials
• Update template communications, including group opportunity language for warehouse and pantry shifts

Scheduling & Platform Administration

• Maintain shift listings, availability, and volunteer records in Golden
• Run dedicated update periods for shift clean-up and data accuracy
• Track shift fill rates and flag hard-to-fill or uncovered shifts to the Volunteer Operations Manager
• Maintain the group availability calendar, including site-by-site capacity limits

Site & Shift Support

• Provide on-site volunteer support at 200 Fourth Avenue, including some Monday coverage
• Share a rotating schedule of monthly visits across all pantry sites
• Support breakfast shift leads and volunteer site leads at the pantries
• Maintain written instructions and need-to-knows for specific shifts, such as the food service window

Communications & Engagement Support

• Monitor the food rescue and donations inbox and route items to the appropriate staff
• Assist with the volunteer newsletter - new shifts, shift changes, dress code, and site reminders
• Gather content for volunteer spotlights, including mobile pantry volunteers
• Track volunteer birthdays, milestones, and significant events for recognition

Events & Recognition Support

• Support the annual volunteer appreciation party, from planning through day-of execution
• Support the annual gathering for mobile pantry volunteers
• Assist with recognition materials, thank-yous, and milestone acknowledgments

Records, Safety & Documentation

• Complete volunteer incident reports and escalate to the Volunteer Operations Manager and Deputy Executive Director
• Maintain the record of individuals barred from CHiPS sites and circulate updates to relevant staff
• Work with reception to keep the front desk guide current
• Maintain volunteer files and hours documentation for grant reporting and audit

Qualifications

Required

• At least one year of experience in volunteer coordination, program administration, or customer-facing operations
• Strong written communication and responsiveness in a high-volume inbox
• Comfort working directly with volunteers and guests in a busy direct-service environment
• Organized and accurate with scheduling, records, and follow-through
• Proficiency with Google Suite; ability to learn a volunteer management platform and a CRM
• Commitment to addressing food insecurity and homelessness and respect of others across all backgrounds

Preferred

• Experience with Golden, Salesforce, Mailchimp, or Canva
• Experience in food security, emergency food, or direct-service programming
• Experience supporting events or volunteer recognition programs
• Conversational ability in a language other than English commonly spoken by CHiPS guests

Physical Requirements and Working Conditions

• The employee is required to actively listen and communicate clearly.
• The employee is required to walk, reach with arms and hands, sit for long periods, and stand.
• Ability to lift and carry up to 25 pounds in pantry and warehouse settings.
• Ability to travel within the NYC-metro area for pantry site visits.
• Vision abilities required by this position include close and far.

Compensation

The hourly range for this position is $27.50–$29.50/h. This position is full time and non-exempt, and eligible for overtime in accordance with NYS law. This position is eligible for the full CHiPS benefits package - health, vision, and dental coverage, paid time off, and participation in 403(b) after 3 months of employment, with CHiPS matching employee contributions up to 3%.

The hourly range for this position is $27.50–$29.50/h. This position is full time and non-exempt, and eligible for overtime in accordance with NYS law. This position is eligible for the full CHiPS benefits package - health, vision, and dental coverage, paid time off, and participation in 403(b) after 3 months of employment, with CHiPS matching employee contributions up to 3%.