Volunteer Engagement Coordinator

Classification: Part-time, hourly, non-exempt employee (W-2), ~0.5 FTE (approx. 20 hrs/week)

Reports to: Executive Director

Compensation: $27–$32 per hour, depending on experience

Location: Bainbridge Island, WA. Hybrid; regular on-island presence required.

About Bainbridge Prepares

Bainbridge Prepares (BP) is a nationally recognized, award-winning nonprofit that connects and trains neighbors so our community is always ready to protect and support each other in any kind of disaster. Founded in 2011, we work in close partnership with the City of Bainbridge Island and the Bainbridge Island Fire Department, supported by 590+ credentialed volunteers. As we grow from an all-volunteer organization to a small professional staff, this role is central to helping our volunteers stay engaged, prepared, and valued. Learn more at bainbridgeprepares.org.

About the role

The Volunteer Coordinator supports the scheduling, administration, data management and analysis, and follow-through that keep the volunteer program strong.

This is a people-facing job first and an administrative job second. The right candidate genuinely enjoys meeting new volunteers, remembering what they care about, and supporting them.

Key responsibilities

Volunteer onboarding, engagement, and retention (~30%)

• Serve as the first point of contact for prospective volunteers: respond promptly, explain options clearly, and move people from interest to first assignment without delay.
• Onboard new volunteers into teams with identified capacity gaps, coordinating with Team Leads on role fit and readiness requirements.
• Support 75%+ annual retention through clear role descriptions, well-matched assignments, regular communication, and consistent recognition.
• Track and report volunteer hours; make sure volunteers see that their time is counted and valued

Volunteer and asset data systems (~30%)

• Own day-to-day maintenance of the volunteer and asset database: accurate records, current contact and certification information, clean team rosters.
• Own volunteer hours tracking and reporting, including a system to collect volunteer hours and compiling monthly and annual reports.
• Conduct periodic audits to keep the volunteer database up to date and flag gaps, duplicates, and lapsed credentials.
• Produce routine reports on participation, capacity, retention, and training completion for leadership, the board, and grant reporting.

Training and exercise coordination (~25%)

• Schedule and coordinate trainings and exercises across all teams, working from Team Lead requirements and the organizational calendar.
• Handle training logistics: registration, venue and equipment reservations, instructor confirmation, materials, reminders, sign-in, and post-event follow-up.

Community engagement and event support (~15%)

• Coordinate volunteer recruitment and presence at community and partner events.
• Provide administrative support for community engagement and partnership events, including scheduling, sign-ups, supplies, and volunteer staffing.
• Other administrative duties as time allows.

What success looks like in the first year

• New volunteer inquiries receive a response within two business days, required screening is initiated within one week, and volunteers are offered a first assignment within 14 days of clearing it.
• The volunteer database is audited, current, and accurate.
• Training and exercise calendars are published in advance, and participation counts are tracked against annual targets.
• Volunteer retention reaches or exceeds 75%, with reasons for volunteer departure captured.

Qualifications

Required

• Strong proficiency in Excel and Google Sheets, including building reports and running queries; the discipline to maintain accurate records without prompting.
• Demonstrated ability to build rapport quickly and work well with people of all ages, backgrounds, and experience levels.
• Experience coordinating volunteers, training programs, events, or comparable logistics.
• Strong organizational skills and reliable follow-through on many small commitments at once.
• Ability to influence and coordinate with volunteer Team Leads who are peers rather than direct reports.
• Clear, warm written and verbal communication.
• Availability for some evening and weekend trainings, exercises, and community events.
• This position requires a background check, conducted only after a conditional offer of employment, consistent with the Washington Fair Chance Act.

Preferred

• Familiarity with emergency management or community preparedness work.
• Experience with volunteer management software or CRM systems.
• Nonprofit experience, particularly in a small organization where roles overlap.
• Existing connections in the Bainbridge Island community.

Working conditions

Mostly office- and home-based administrative work, with regular time at trainings, exercises, and community events. Some evening and weekend hours are required, with schedule flexibility during the week in exchange. Occasional lifting of event supplies and equipment up to 25 lbs. Bainbridge Prepares offices are located in Bainbridge Island, Washington.

Compensation and benefits

$27–$32 per hour, depending on experience, approximately 20 hours per week. Hybrid schedule, with weekday flexibility in exchange for some evening and weekend commitments.

Paid time off: Approximately 127 hours per year, which includes:

• PTO accruing at 1 hour for every 12 hours worked (approximately 87 hours per year). PTO can be used for vacation, illness, or any purpose covered by Washington’s paid sick leave law, and is available after 90 days of employment.
• 4 hours of holiday pay for each of 10 observed holidays (40 hours per year).
• Washington Paid Family & Medical Leave.

To apply

Apply on the Volunteer Engagement Coordinator Application Form by November 6, 2026:

Bainbridge Prepares is an equal opportunity employer and encourages applications from candidates of all backgrounds.

Hybrid schedule, with weekday flexibility in exchange for some evening and weekend commitments.

Paid time off: Approximately 127 hours per year, which includes:

• PTO accruing at 1 hour for every 12 hours worked (approximately 87 hours per year). PTO can be used for vacation, illness, or any purpose covered by Washington’s paid sick leave law, and is available after 90 days of employment.
• 4 hours of holiday pay for each of 10 observed holidays (40 hours per year).
• Washington Paid Family & Medical Leave.

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