Volunteer and Office Administrator (Boca Raton)

Our Mission - We treat scholars like family; improving lives and impacting generational change through personalized scholarships and support services.

Our Vision - A community where all students can change the course of their lives and future generations through education.

Position Summary

The Volunteer and Office Administrator is the welcoming and organizational hub of the George Snow Scholarship Fund. This position coordinates the volunteer program, supports senior leadership and board activities, and manages the day-to-day administrative needs of a mission-driven scholarship organization. The role requires dependable follow-through, strong judgment, excellent hospitality, and the ability to prepare people, information, and materials so that programs, events, meetings, and office operations run smoothly.

Key Responsibilities

Volunteer Program Administration

• Maintains an annual volunteer engagement calendar aligned with scholarship programs, office projects, and fundraising events.
• Recruit volunteers through community partners, schools, businesses, board and donor networks, and existing volunteer relationships; respond promptly and professionally to volunteer inquiries.
• Coordinate volunteer registration, screening, onboarding, orientation, scheduling, assignments, reminders, check-in, supervision, and post-service follow-up.
• Confirm volunteer participation in advance and maintain appropriate backup coverage for time-sensitive or high-volume activities.
• Prepare written instructions, rosters, name badges, supplies, workspace layouts, and day-of assignments; ensure volunteers receive a clear welcome, safety guidance, and point of contact.
• Maintain accurate volunteer records, including contact information, availability, service hours, skills, waivers, training, and required screening documentation.
• Provide responsive support and resolve routine volunteer concerns; promptly escalate safety, conduct, confidentiality, or performance issues.
• Coordinate volunteer recognition, appreciation, retention, and feedback efforts; recommend improvements based on participation data and volunteer experience.
• Track and report volunteer metrics such as recruitment, confirmation, attendance, hours served, retention, cancellations, and program needs.

Board & Committee Meeting Support

• Coordinate board and committee meeting dates, attendance confirmations, room or virtual-meeting logistics, and distribution of agendas and supporting materials within established timelines.
• Attend assigned meetings, take clear and impartial minutes, document motions and action items, route drafts for review, and maintain approved records.
• Maintain current board and committee files, including rosters, terms, attendance, bylaws, policies, charters, minutes, resolutions, and required acknowledgments.
• rack meeting follow-ups and deadlines while handling board, donor, employee, scholar, and organizational information with discretion.
• Draft, proofread, format, and assemble letters, reports, presentations, labels, mailings, and other materials with a high degree of accuracy and consistency.

Executive & Administrative Support

• Serve as the primary front-office presence by warmly greeting scholars, families, donors, board members, volunteers, vendors, and other visitors and connecting them with the appropriate staff member.
• Provide administrative support to senior leadership, including scheduling, calendar coordination, meeting logistics, travel arrangements, expense and mileage documentation, correspondence, and special projects.
• Answer the main telephone line and shared administrative email accounts; accurately route requests, take messages, and follow through on unresolved inquiries.
• Receive mail and deliveries; coordinate courier, postage, and shipping needs and safeguard checks or sensitive documents according to established procedures.
• Maintain orderly reception, conference, kitchen, storage, and common areas; coordinate routine opening and closing tasks and promptly report facility, security, or safety concerns.
• Monitor office, kitchen, event, and program supplies; maintain inventory levels, obtain approvals, place orders, receive shipments, and reconcile packing slips or supporting documentation.
• Coordinate service and maintenance for office equipment, building access, phones, copiers, and vendors; maintain current vendor and emergency contact information.
• Manage conference-room calendars and meeting setup, including technology checks, refreshments, room arrangement, printed materials, and post-meeting reset.
• Maintain administrative files and retention practices in accordance with organizational policies; support orderly electronic and paper recordkeeping.

Secondary Responsibilities

• Coordinate assigned cross-functional projects and communicate status, dependencies, and concerns to affected team members in a timely manner.
• Support emergency preparedness, office safety procedures, incident documentation, and maintenance of first-aid and emergency supplies as assigned.
• Use organizational funds, equipment, data, and relationships responsibly and in accordance with approval, procurement, confidentiality, and internal-control procedures.
• Maintain appropriate professional boundaries and protect confidential information concerning scholars, applicants, donors, volunteers, board members, and employees.
• Demonstrate the organization’s values through respectful communication, responsiveness, inclusion, accountability, and service to scholars and their families.
• Perform other duties and special projects consistent with the position’s purpose and organizational needs.

Qualifications

• Bachelor’s degree or equivalent experience in a related field.
• Two or more years of progressively responsible administrative, office coordination, volunteer coordination, event support, customer service, or comparable experience preferred.
• Excellent organizational, time-management, proofreading, written communication, and interpersonal skills.
• Demonstrated ability to manage multiple deadlines, detailed logistics, and frequent interruptions while maintaining accuracy and composure.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint) and the ability to quickly learn other proprietary software programs.
• Experience with volunteer coordination is preferred.
• Experience preparing meeting minutes and working with boards, committees, volunteers, donors, students, or community partners preferred.
• Ability to handle confidential and sensitive information with discretion.
• Reliable transportation and ability to travel locally to meetings, programs, and events as needed.
• Commitment to the mission of expanding educational opportunity and supporting scholars and their families.
• Must be capable of lifting/carrying 15-25 pounds, as well as standing, walking, and bending for extended periods.

Work Environment

• Office-based, with occasional travel for events or meetings.
• Some evening or weekend hours are required for events.

Our Core Values

1. Family First - We treat every scholar the way we would treat our own sons and daughters.

2. Integrity In All Things - We make decisions based on what’s right, not what’s convenient.

3. Dignity and Respect - Every scholar is met with belief in their potential, never judgment.

4. Lasting Impact - We exist to change paths - not just for scholars, but for generations.

5. Rooted In Community - We are homegrown, community-built, and committed to giving back.

Why Join Us?

At the George Snow Scholarship Fund, you'll play a key role in ensuring students receive the support they need to achieve their educational dreams. We offer a collaborative and mission-driven environment where your work directly impacts young people’s futures.

Our offices are located in downtown Boca Raton in the exciting Mizner Park plaza. Enjoy a cozy and fun place to spend your work days with loads of gourmet restaurants, shopping, and coffee shops right out of our front door.

Equal Employment Opportunity

George Snow Scholarship Fund is an equal opportunity employer. Employment decisions are made without unlawful discrimination or retaliation and in accordance with applicable federal, state, and local law. Applicants and employees who need a reasonable accommodation during the application process or employment may contact the organization.

Disclaimer : This job description summarizes the general nature and level of work expected. It is not an exhaustive list of all duties, responsibilities, or qualifications, and it does not create a contract of employment. Duties may be modified based on organizational needs and applicable law.