Volunteer Position: Memory Bear Maker Coordinator

Position Summary

The Memory Bear Maker Coordinator oversees the flow of memory bear projects from intake through completion by coordinating volunteer sewers, tracking project status, and maintaining accurate records. This role helps ensure memory bears are completed efficiently, compassionately, and in a timely manner for families.

Key Responsibilities

Volunteer Coordination

• • Assign memory bear projects to volunteer sewers based on availability and workload.
  • Maintain regular communication with volunteer sewers regarding project progress and timelines.
  • Recruit, orient, and support new volunteer sewers as needed.
  • Serve as the primary point of contact for sewing-related questions and concerns.

Project Tracking

• • Maintain a tracking system for all memory bear projects.
  • Monitor which bears are currently assigned to each volunteer sewer.
  • Track the status of each project, including:
  • Awaiting assignment
  • In progress
  • Ready for quality review
  • Completed and returned
  • Keep records of fabrics and materials received and distributed.

Volunteer Hours Management

• • Collect and record volunteer hours submitted by memory bear makers.
  • Maintain accurate monthly and annual volunteer hour reports.
  • Provide volunteer hour summaries when requested by organizational leadership.

Inventory & Workflow Management

• • Track which memory bear projects are next in line for assignment.
  • Maintain an organized waiting list and project queue.
  • Ensure completed bears and remaining materials are returned and documented.
  • Work with leadership to identify bottlenecks and improve workflow processes.

Record Keeping

• • Maintain confidential records of client requests and project information.
  • Update spreadsheets, databases, or tracking systems accurately and promptly.
  • Generate periodic status reports on project completion and volunteer participation.

Qualifications

• • Strong organizational and administrative skills.
  • Ability to manage multiple projects simultaneously.
  • Comfortable using spreadsheets, databases, or project tracking software.
  • Excellent communication and interpersonal skills.
  • Attention to detail and accuracy in record keeping.
  • Ability to work independently and collaboratively with volunteers.
  • Compassion and sensitivity when working with memorial projects.

Time Commitment

• • Approximately 3–5 hours per week (flexible based on project volume).
  • Primarily in office role because we work with patient information.

Benefits

• • Make a meaningful impact on families receiving memory bears.
  • Support a dedicated team of volunteers.
  • Gain experience in volunteer coordination, project management.
  • Be part of preserving cherished memories through handcrafted keepsakes.