Administrative Assistant, Disaster Response Services

Job Title: Administrative Assistant, Disaster Response Services (DRS) 

Department: Disaster Response Services (DRS) 

Reports To: Disaster Response Services (DRS) Program Manager

Status: Full-Time (32 Hours), Non-Exempt 

Location: Byron Center, Michigan (In-Person) 

Salary Level: M $49085- $55,222

PURPOSE:   

The Administrative Assistant, Disaster Response Services (DRS) provides comprehensive administrative and operational support for World Renew's Disaster Response Services volunteer engagement programs. This position supports volunteer recruitment, onboarding, data management, communications, and program administration while ensuring an exceptional volunteer experience. 

Working closely with the Disaster Response Services (DRS) Program Manager and the DRS team, this role coordinates volunteer processes, maintains accurate records, supports partnerships, prepares program materials, and provides reception and office support as needed to ensure the effective delivery of DRS programs throughout North America. 

We do not discriminate based on disability, culture, ethnicity, or gender, and welcome and encourage  people from diverse backgrounds to apply.  

ESSENTIAL DUTIES AND RESPONSIBILITIES :

A. Volunteer Program Administration  

• Guide and support volunteers, church and community partners, and site leaders throughout the DRS volunteer experience.
• Respond to volunteer inquiries by phone, email, Microsoft Teams, and other communication channels.
• Coordinate volunteer registration, orientation, onboarding, and service documentation.
• Prepare and distribute volunteer materials, orientation resources, safety information, and program communications.
• Assist with volunteer and site evaluations to support continuous program improvement.
• Coordinate border crossing documentation and requirements for Canadian volunteer teams.
• Support volunteer housing coordination and logistics.

B. Administrative Operations  

• Provide administrative support to the Disaster Response Engagement Manager and DRS leadership.
• Maintain volunteer records and perform accurate data entry within Salesforce and other organizational systems.
• Generate reports, dashboards, mailing lists, and volunteer activity summaries.
• Maintain organized electronic and physical filing systems.
• Coordinate office correspondence, scheduling, copying, mail distribution, and document preparation.
• Cross-train with other administrative staff to ensure continuity of operations.

C. Volunteer Data Management & Reporting  

• Maintain accurate volunteer information, registrations, compliance records, and participation data.
• Create reports supporting volunteer engagement, program evaluation, and organizational reporting.
• Ensure data integrity across volunteer management systems.
• Monitor required volunteer documentation including waivers, background checks, certifications, and acknowledgements.

D. Volunteer Communications & Resource Development  

• Develop, update, and maintain volunteer guides, orientation materials, fact sheets, and self-service resources.
• Maintain volunteer information within the Volunteer Portal and other communication platforms.
• Assist in creating recruitment materials and promotional resources.
• Communicate program updates and logistical information to volunteers and partner organizations.

E. Partnership Support & Continuous Improvement  

• Support collaboration with churches, community organizations, and volunteer partners.
• Assist with recruitment efforts for volunteer teams and site leadership.
• Recommend improvements to volunteer processes and administrative workflows.
• Help ensure volunteer programs align with organizational policies, safety standards, and the Core Humanitarian Standard (CHS).

F. Reception & Office Support  

• Serve as reception backup by welcoming visitors and answering incoming telephone calls.
• Provide general information regarding World Renew and Disaster Response Services.
• Assist with office organization, common areas, mail processing, kitchen maintenance, and general administrative support.
• Support warehouse inventory activities, including volunteer supplies and program materials.
• Assist with occasional packing, shipping, and receiving of volunteer resources.

Additional Responsibilities  

• Perform other duties as assigned. 

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities. 

QUALIFICATIONS  

Education & Experience  

• High school diploma or equivalent required.
• Associate degree or some college coursework preferred.
• Minimum of one (1) to three (3) years of experience in an administrative support, customer service, volunteer coordination, or nonprofit environment.
• Experience working with volunteers, churches, or community organizations preferred.
• Experience using Microsoft Office applications and database systems required.
• Experience with Salesforce or other CRM/volunteer management software preferred.

Skills & Attributes  

• Commitment to Christ and the mission, vision, and values of World Renew.
• Demonstrated commitment to diversity, equity, inclusion, and gender justice.
• Excellent interpersonal and customer service skills.
• Strong written and verbal communication abilities.
• Excellent organizational skills with exceptional attention to detail.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Strong administrative and data entry skills with a high degree of accuracy.
• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams) and willingness to learn additional systems.
• Ability to maintain confidential information with professionalism and discretion.
• Ability to work collaboratively while also managing responsibilities independently.
• Flexible, adaptable, and service-oriented.

Other Requirements  

• Ability to learn Salesforce and volunteer management software.
• Ability to occasionally lift and move boxes weighing up to 25 pounds.
• Ability to support warehouse inventory and volunteer supply preparation as needed.

LANGUAGE SKILLS  

• Fluency in English with strong written and verbal communication skills.
• Ability to communicate professionally with volunteers, churches, community partners, and staff.

PHYSICAL DEMANDS & WORK ENVIRONMENT  

The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. 

• Primarily office-based work requiring extended periods of sitting and computer use.
• Occasional walking, standing, bending, and lifting of materials up to 25 pounds.
• Occasional work within warehouse areas supporting volunteer supplies and inventory.
• Frequent use of computers, office equipment, and communication technology.
• Minimal local travel may occasionally be required.

Work Environment  

• Primarily located in a climate-controlled office environment.
• Occasional work in warehouse or volunteer supply areas.
• Regular interaction with volunteers, churches, community partners, and World Renew staff.
• Fast-paced environment requiring effective organization, flexibility, and attention to detail.

World Renew requires permanent work authorization at time of hire. With World Renew's commitment to Core Humanitarian Standard and Safeguarding responsibilities, as part of the recruitment process, a successful candidate can expect to go through a thorough background check. Please note that the tentative application deadline for this position will be EOD  July 24, 2026, for External Applicants and Internal Applicants, closing date depending on application volume. We encourage all interested candidates to apply before this deadline as we move candidates through our hiring process on a continuous basis.