Project Coordinator

Position Description: Project Coordinator (Pro Bono)

Role Overview

This entry-level Project Coordinator role is designed for an aspiring professional; ideally, a CAPM holder or candidate who is ready to launch their career by managing the "engine room" of departmental initiatives. This position serves as a foundational training ground for individuals seeking to apply project management methodologies in a non-profit environment, with a focus on tactical task execution and administrative support rather than high-level strategy. It offers a hands-on opportunity to sharpen professional skills by tracking project lifecycles, maintaining organized schedules, and ensuring the department's essential operational gears run smoothly.

• Time Commitment: 3–5 hours per week.
• Reporting Relationship: Reports directly to the Director of the assigned Directorate (e.g., Programs, Growth, or Volunteers).
• Term: 2026/2027 term, with the possibility of renewal.

Key Responsibilities

Focus should be on recurring, high-impact administrative tasks that provide consistent support without requiring daily availability. This time frame is standard for many of our focused volunteer roles, such as the Career Services Coordinator or Corporate Relationship Manager.

• Project Tracking & Maintenance:
  • Update Project Schedules: Reviewing and updating task progress once or twice a week to ensure the PM has an accurate view of the project's health.
  • Risk Log Management: Monitoring the risk register and flagging any new or escalating items for the PM to review during their scheduled check-ins.
• Documentation & Meeting Support:
  • Meeting Minutes & Action Items: Preparing for and documenting a single weekly project or committee meeting, then distributing action items to the team.
  • Status Report Preparation: Gathering updates from 2–3 team members and drafting a brief summary for the PM to finalize.
• Stakeholder & Team Liaison:
  • External Communication: Drafting professional emails or outreach materials for partners or program participants.
  • Volunteer Coordination: Providing brief follow-up support or resources to assigned mentees or project staff.
• Resource Coordination:
  • Assist with organizing digital assets and training materials in Google Workspace.

Qualifications

• Project Management Knowledge: Basic understanding of project management life cycles or a desire to work toward a certification like the CAPM or Google Project Management Certificate.
• Technical Proficiency: Comfortable using Google Workspace (Docs, Sheets, Drive) and remote collaboration tools.
• Professionalism: Ability to handle sensitive organizational information with high confidentiality and integrity.
• Communication: Strong written and verbal skills, adhering to VPMMA's professional email and social media etiquette.

Volunteer Benefits

• Professional Development: Gain hands-on project management experience in a 501(c)(3) environment.
• Certification Support: Access to Google Career Certificates on Coursera.
• Networking: Build relationships with seasoned project management professionals and VPMMA leadership.
• Recognition: Eligibility for a Letter of Recommendation and "Volunteer of the Month/Year" awards.

Requirements for Onboarding

To finalize this appointment, the candidate must:

1. Complete the VPMMA Volunteer Agreement Form.
2. Agree to the Code of Conduct and Confidentiality Policy.
3. Attend a specialized orientation session for Staff Volunteers.

About VPMMA:

The Veteran Project Manager Mentor Alliance (VPMMA) is a nonprofit organization dedicated to supporting and advancing the careers of service members, veterans, and military spouses in project management. We aim to build a strong, supportive community through mentorship, networking, and professional development, and we strongly believe in the transformative power of project management skills for veterans.

VPMMA is committed to providing all volunteers with equal opportunity and a harassment-free environment. For certain positions, background checks may be required. Volunteers must maintain confidentiality, adhere to our Code of Conduct, and comply with all applicable laws and policies.

This description provides a general overview of the volunteer position and may be modified as needed.

Training and Support:

Volunteers will receive training on VPMMA's mission, programs, and Initiative procedures. You will receive ongoing support to ensure you have the resources and guidance you need to excel in this role.

Note: Our organization is still evolving, so some roles and responsibilities may change. We will keep you informed and provide updates if your position changes.

Join our team and help us support veterans in their project management journeys!