Event Program Assistant Jobs in Philadelphia, PA

Description
Exciting Opportunity: Volunteer & Intern Program Assistant
Location: 2600 Belmont Ave, Philadelphia, PA 19131
Your Impact:
The Volunteer and Intern Program Assistant plays a key role in supporting a positive, well organized, and mission aligned volunteer and intern experience across the organization. This position supports the full lifecycle of volunteer and intern engagement-from initial inquiry and onboarding to ongoing support, engagement, and recognition. The Volunteer Assistant coordinates communication, ensures completion of onboarding requirements, and maintains accurate digital and physical records.
In partnership with program staff and the Volunteer & Internship Manager, this role facilitates group orientations, supports on-site volunteer experiences, and helps foster meaningful connections between volunteers, service recipients, and Inglis' mission. The Volunteer Assistant also administers the volunteer management system, ensuring profiles, schedules, and hours are up to date, while supporting data collection through surveys and reporting. Additionally, the role contributes to volunteer recognition and retention efforts, including planning special events and ongoing appreciation initiatives. The Volunteer Assistant must exercise sound judgment, maintain confidentiality, and provide a welcoming, organized, and responsive environment that enhances satisfaction and promotes long term engagement among volunteers and interns.
This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.
What You'll Do:
Inquiries & Onboarding
Serve as the primary point of contact for all new volunteer and intern inquiries; respond promptly and distribute interest forms.
Prioritize and categorize inquiries by urgency, maintaining a comprehensive tracking system to monitor the full volunteer lifecycle.
Maintain daily communication with the Volunteer & Internship Manager regarding new inquiries and participate in selected interviews.
Prepare, print, and organize all orientation material.
Coordinate and facilitate the onboarding process for accepted volunteers and interns by:
Communicating all onboarding requirements and deadlines
Monitoring completion for accuracy and compliance
Following up on incomplete or incorrect submissions
Ensuring all requirements are fulfilled prior to orientation
Track and manage background check processes, including:
Monitoring outstanding Federal Bureau of Investigation (FBI) clearances
Conducting regular follow-ups with volunteers
Coordinating reimbursement processing with the business office
Maintain accurate digital and physical records by:
Scanning and uploading documentation to electronic management system
Creating and organizing volunteer files (active and inactive)
Updating volunteer status upon program completion
Volunteer Engagement
Liaise with program staff to coordinate volunteer group schedules while planning upcoming activities.
Facilitate orientation sessions for one-day volunteer groups, providing a comprehensive overview of the organization, outlining protocols, and reviewing the day's schedule.Escort and support one-day volunteer groups throughout their on-site experience, including participation in programs and interacting with residents.
Lead and host engaging lunchtime program for one-day groups to enhance volunteer experience and deepen understanding of organizational impact and mission.
Delivering ongoing support by proactively addressing volunteer questions and concerns to ensure a positive and meaningful experience for one-day groups and recurring volunteers.
Participate alongside volunteers at special events to broaden experience of working with service recipients, deepen understanding of organization impact and mission.
Exercise sound judgment when handling confidential situations and sensitive matters.
Volunteer Management System
Ensure all volunteer profiles are complete and accurate.
Create and manage volunteer and intern opportunities, tailoring schedules to individual availability and organizational needs.
Track and enter volunteer hours on a weekly/monthly basis.
Manage event check-in/check-out processes
Data, Surveys & Reporting
Distribute volunteer surveys aligned with participation milestones
Monitor and track survey responses to assess satisfaction and engagement
Recognition & Retention
Support the planning and delivery of the annual volunteer and intern recognition event
Assist in ongoing recognition initiatives to enhance volunteer satisfaction and retention
What We're Looking For:
Bachelor's degree in human services, Social Work, Psychology, or a related field 1-3 years of experience in volunteer coordination, community outreach, or administrative support - preferably with a nonprofit or human-services setting
Strong interpersonal and communication skills; high attention to detail and strong organizational abilities; comfort leading groups; ability to multi-task effectively
Pay Rate for this Role: $38k-$45k/ Annually
Join Us:
This is your chance to be a part of a team of dedicated staff. Be part of a team that's not just making a difference but leading the way daily. If you're ready to make a significant impact and lead with passion, we'd love to hear from you.
Apply Now to Become a Part of the Inglis Family!