Program & Volunteer Coordinator

Job Description

Company Description The Miracle League of Arizona is a non-profit organization in North Scottsdale dedicated to providing a safe, enjoyable, and inclusive baseball experience for children, teens, and adults with disabilities or special health care needs. The organization offers adaptive baseball at a fully accessible stadium, removing barriers that typically prevent many individuals from participating in traditional sports. Programs are designed to promote fun, confidence, and community connection for players and their families. The Miracle League of Arizona partners with volunteers, supporters, and local stakeholders to sustain its mission and expand access to recreational opportunities. Interested individuals can learn more or get involved by visiting MiracleLeagueAZ.com or contacting the organization directly.

Position Summary:

The Program Manager plays a key programmatic role in supporting the day-to-day success of programs, volunteers, events, and facility readiness. This position serves as a central coordination point for communication, volunteer engagement, administrative organization, and program logistics.

Core Responsibilities

Administrative Support

·      Monitor and manage the organization’s general email inbox, voicemail system, and Google Voice line

·      Draft, respond to, and route emails in a professional and timely manner

·      Maintain organized digital files, records, contact databases, and shared documents

·      Support scheduling, calendar coordination, meeting logistics, and internal communications

·      Prepare donor acknowledgment and thank-you letters

·      Assist with data entry, reporting, and administrative tracking as needed

·      Maintain confidentiality of participant, donor, and organizational information

Volunteer Recruitment & Management

·      Coordinate volunteer recruitment efforts for programs, events, and special initiatives

·      Manage volunteer sign-ups, assignments, schedules, and communication

·      Maintain and update volunteer databases and participation records

·      Send volunteer confirmations, reminders, and follow-up communications

·      Support volunteer onboarding and training processes

·      Assist with volunteer check-in and coordination during events and game days

·      Help ensure volunteers feel welcomed, informed, and appreciated

·      Identify opportunities to improve volunteer retention and engagement

·      Support the creation of volunteer procedures, systems, and tracking tools

Event & Program Support

·      Assist with program registration processes and participant communication

·      Support coordination of TeamSnap management and jersey ordering logistics

·       Help coordinate organizational events including:

·      All-Star Weekend

·      Casino Night

·      Community Days

·      Clinics and seasonal programming

·       Coordinate event logistics including:

·      Volunteer coverage

·      Supply preparation

·      Setup and breakdown support

·      Participant communication

·      Track RSVPs, registrations, and event-related administrative tasks

·      Support sponsorship and community engagement activities as assigned

·      Provide operational support during programs and events as needed

Facility Support

·      Help maintain a clean, safe, and welcoming environment throughout the facility

·      Monitor restroom, concession, and common-area organization

·      Assist with light operational upkeep and supply inventory tracking

·      Notify leadership of maintenance or facility concerns

·      Support concession operations and POS/iPad systems during events

·      Assist with equipment organization and operational readiness

Teen Ambassador Program Support

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• Coordinate communication with Teen Ambassadors and families
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• Track participation, volunteer hours, and engagement
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• Assist with scheduling meetings, leadership opportunities, and service activities
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• Help support leadership development initiatives and mentorship opportunities
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• Maintain organization and documentation related to the program
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Other Duties As Assigned

Preferred Qualifications

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• 1–3 years of experience in nonprofit operations, volunteer coordination, event management, education, recreation, or administrative support
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• Strong organizational and multitasking skills
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• Excellent written and verbal communication skills
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• Ability to work occasional evenings and weekends for events/programming
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• Comfortable working in fast-paced, people-centered environments
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• Experience with Google Workspace, Microsoft Office, Canva, TeamSnap, or CRM systems preferred
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• Ability to work both independently and collaboratively
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• Passion for community engagement and inclusive programming
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Key Competencies

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• Organization & Time Management
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• Communication & Relationship Building
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• Problem Solving
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• Adaptability
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• Volunteer Engagement
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• Event Coordination
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• Customer Service Mindset
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• Attention to Detail
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Physical Requirements

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• Ability to lift up to 25 pounds occasionally
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• Ability to stand and move throughout program and event spaces for extended periods
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• Comfortable working both indoors and outdoors during events
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