Administrator, Volunteer Services

Lighthouse Guild 250 W 64th St New York, NY 10023, USA Description Lighthouse Guild is the leading organization dedicated to helping people who are blind or visually impaired live empowered, independent lives. We work across healthcare, vision rehabilitation, education, and advocacy to support individuals and influence systems that shape access and opportunity. The Stephen T. Pearlman Volunteer Center seeks an administrative and operational leader to manage volunteer recruitment, onboarding, placement, compliance, reporting, communications, and program support. Working with the Chief Volunteer Officer and department leaders, the Administrator ensures effective volunteer operations, coordinates volunteer teams, and supports volunteer engagement, retention, recognition, and organizational capacity.

POSITION SUMMARY

The Volunteer Administrator serves as a key operational and administrative leader within The Stephen T. Pearlman Volunteer Center. This position oversees the administration, coordination, and implementation of the Volunteer Center processes that support organizational programs and strategic volunteer engagement goals. Working closely with the Chief Volunteer Officer and department leadership, the Administrator is responsible for managing volunteer recruitment, onboarding, screening, placement, compliance tracking, database administration, reporting, volunteer communications, and operational support for volunteer initiatives across the organization. The role ensures continuity, efficiency, quality assurance, and adherence to volunteer program policies and procedures. The Administrator also organizes, coordinates, and supervises volunteer teams to ensure effective coverage of departmental responsibilities, quality service delivery, and achievement of volunteer program goals. The Administrator also supports volunteer engagement, retention, recognition, and cultivation efforts while helping to strengthen volunteer capacity throughout the organization.

QUALIFICATIONS

Master’s degree required in nonprofit management, public administration, human services, social services, communications, philanthropy, or related field. Minimum of 3–5 years of experience in volunteer supervision, volunteer management, nonprofit administration, community engagement, or related field preferred. Certified in Volunteer Administration (CVA) or Certified Administrator of Volunteer Services (CAVS), with a bachelor’s degree in a related field and ten years of volunteer supervision and management experience would be considered. Strong organizational, interpersonal, communication, and administrative skills. Experience with volunteer recruitment, interviewing, onboarding, and placement processes. Ability to manage multiple priorities and maintain accurate records and documentation. Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and database systems. Ability to handle confidential and sensitive information with professionalism and discretion. Ability to work collaboratively with staff, volunteers, interns, students, and community partners.

PRINCIPAL DUTIES AND RESPONSIBILITES

Under the direction of the Chief Volunteer Officer, the Volunteer Administrator will: Coordinate and support the day-to-day administrative and operational functions of the Volunteer Center. Maintain volunteer and intern records, files, compliance documentation, and onboarding materials in accordance with organizational standards and regulatory requirements. Ensure the timely processing of volunteer inquiries, applications, onboarding requirements, background checks, references, and placement documentation. Maintain and update volunteer management databases and tracking systems to ensure accuracy of volunteer records, assignments, hours, and reporting data. Assist in developing and maintaining volunteer procedures, forms, manuals, position descriptions, and operational documentation. Organize, coordinate, and supervise volunteer teams and group service activities to support departmental operations, programs, and special initiatives. Recruitment, Screening, and Placement Respond to volunteer and internship inquiries via telephone, email, and other communication channels. Conduct initial interviews and screenings for prospective volunteers and interns. Coordinate volunteer recruitment, onboarding, orientation, placement, and assignment processes in collaboration with departmental supervisors. Assist with volunteer matching efforts to support programmatic and organizational needs. Volunteer Engagement and Support Schedule and coordinate volunteer orientation sessions, meetings, trainings, and informational sessions. Prepare orientation packets, training materials, volunteer communications, and departmental correspondence. Support volunteer engagement, cultivation, retention, and recognition initiatives. Serve as a resource to volunteers, interns, and departmental staff regarding volunteer processes and procedures. Provide leadership, guidance, and ongoing support to volunteer teams to ensure assignments are completed effectively and in alignment with departmental standards and organizational expectations. Reporting and Compliance Compile and prepare volunteer statistics, reports, attendance records, and other data for monthly, annual, and departmental reporting purposes. Monitor volunteer compliance requirements and follow up on outstanding documentation or certifications as needed. Maintain confidentiality and appropriately manage sensitive or privileged information related to volunteers, staff, organizational operations, and departmental activities. Events and Organizational Support Support volunteer-related events, recognition activities, recruitment events, outreach efforts, and other department initiatives that advance the mission of the organization. Assist with special projects and cross-departmental initiatives as assigned. Additional Responsibilities Work flexible hours, including occasional evenings and weekends, as required. Perform other related duties as assigned by the Chief Volunteer Officer.

ADA REQUIREMENTS

Ability to sit, stand, and move throughout the office and event spaces. Ability to use computers, telephones, and other office equipment. Ability to communicate effectively in person, by telephone, and electronically. Ability to travel within organizational locations and community settings as needed. Ability to lift and transport light materials associated with meetings and events. We offer a very competitive salary and benefit package. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr Lighthouse Guild International, Inc.