Volunteer Planning & Task Coordination Specialist #012

The ImpactKits Project is looking for a highly organized and strong writer to help us plan, structure, and coordinate work across our volunteer team.

In this role, you’ll help turn projects and organizational needs into clear weekly plans, well-written tasks, and easy-to-follow instructions for both our short-term and long-term volunteers. You’ll work closely with our Volunteer Coordinator and Executive Leadership Team (Exec LT) to understand what needs to be done and make sure volunteers have clear direction.

What You’ll Do

• Create week-by-week plans for short-term volunteers based on their role, project, and available time.
• Write and update volunteer role descriptions, responsibilities, expectations, and project instructions.
• Break larger projects into clear, manageable tasks that volunteers can realistically complete.
• Create, assign, organize, and update tasks in Plaky, our task management system.
• Use Plaky to help coordinate work between short-term and long-term volunteers and keep track of what needs to be completed.
• Organize task instructions, resources, templates, and other materials using Google Docs and Google Drive folders.
• Work with the Volunteer Coordinator to make sure volunteers know what they should be working on and where to find the resources they need.
• Coordinate with the Executive Leadership Team to understand upcoming priorities, projects, and volunteer needs.
• Review and improve existing task plans and volunteer materials when responsibilities or priorities change.
• Help create reusable templates for weekly plans, task assignments, role descriptions, and other volunteer resources.
• Adjust plans when projects change, volunteers fall behind, priorities shift, or new needs come up.

What Makes Someone a Good Fit?

We’re looking for someone who is a strong writer, organized, flexible, and comfortable turning ideas into clear action items.

You should be able to:

• Write clear, concise, and professional instructions.
• Take a broad idea such as “we need to launch this project” and turn it into specific tasks.
• Organize information so that someone can quickly understand what they need to do, when they need to do it, and where to find the necessary resources.
• Manage multiple projects or volunteers without losing track of details.
• Adapt plans when circumstances change.
• Communicate comfortably with both leadership and volunteers.
• Work independently while knowing when to ask for clarification.

Experience With

Required or strongly preferred:

• Strong writing and communication skills
• Good organizational and time-management skills
• Google Docs and Google Drive
• Willingness to learn and regularly use Plaky

Helpful, but not required:

• Project or task management
• Volunteer coordination
• Writing job descriptions or role descriptions
• Creating schedules or project plans
• Administrative or operations experience
• Experience with nonprofits, student organizations, or community programs

You do not need prior experience with Plaky. We’re looking for someone who is comfortable learning new systems and can become confident using the platform to manage volunteer tasks.

Time Commitment

Approximately 1-5 hours per week

This is a flexible, long-term volunteer role. The amount of work may vary from week to week depending on current projects and volunteer needs.

We’re especially looking for someone who can be flexible. Plans may need to change as projects develop, new volunteers join, or priorities shift.

Who You’ll Work With

You’ll work primarily with:

• Volunteer Coordinator - to coordinate volunteer assignments, timelines, and needs.
• Executive Leadership Team - to understand organizational priorities and upcoming projects.
• Long-term and short-term volunteers - to help organize and communicate the work they need to complete.

This is a collaborative role, but you’ll also have significant independence in creating and maintaining plans and task materials.

Tools

You’ll primarily use:

• Plaky - task management and volunteer coordination
• Google Docs - plans, role descriptions, instructions, and other documents
• Google Drive - organizing volunteer resources and project folders
• Google Chat - internal communication

Why This Role Matters

Good volunteer work starts with clear direction. As ImpactKits grows, we need systems that make it easy for volunteers to understand their responsibilities and start contributing without having to figure everything out on their own.

Your work will help create that structure - from a volunteer's first-week plan to the individual Plaky tasks they use throughout their time with ImpactKits.

You’ll help make our volunteer experience more organized, consistent, and manageable while gaining practical experience in project coordination, volunteer management, writing, and nonprofit operations.

About The ImpactKits Project

The ImpactKits Project is a student-led community initiative focused on making compassion actionable. We work with students, businesses, schools, and community organizations to collect supplies and assemble care kits for individuals and families experiencing hardship.

If you enjoy writing, organizing projects, creating systems, and helping people understand what needs to get done, we’d love to have you join us.

The ImpactKits Project is committed to equal opportunity and providing an inclusive volunteer environment. We do not discriminate based on protected characteristics and provide reasonable accommodations for qualified individuals. View our Equal Opportunity, Non-Discrimination, & Reasonable Accommodation Policy.