Program Assistant Jobs in Santa Rosa, CA (NOW HIRING)

Position Summary

The Program Assistant supports the Volunteer Services Manager in delivering high-quality volunteer engagement, nonprofit capacity building, and disaster readiness services across CVNL’s service counties. This role provides essential coordination, administrative, and programmatic support to ensure volunteer recruitment, matching, recognition, events, trainings, and emergency response activities operate smoothly and consistently. This position plays a vital role in advancing CVNL’s mission of equipping strong nonprofits with confident and prepared leaders and volunteers.

Volunteer Recruitment & Program Support

• Maintain calendars for department activities, meetings, and events.

• Support CVNL’s online volunteer matching portal (VolunteerNow.org), including posting opportunities and assisting partners/agencies with navigation and troubleshooting.

• Track and maintain accurate volunteer data, including volunteer hours, assignments, volunteer leaders, and opportunities.

• Support planning and execution of Days of Service, corporate volunteer projects, and other volunteer engagement activities (registration, scheduling, materials, confirmations, day-of logistics).

• Assist with volunteer and agency outreach and recruitment efforts.

• Assist with volunteer recognition efforts, including tracking milestones, preparing acknowledgements, and supporting recognition events or communications.

Administrative Responsibilities

• Respond to inquiries via phone, email, and in-person with excellent customer service.

• Prepare agendas, take meeting minutes, and distribute follow-up communications for designated programs.

• Schedule and support portal training sessions and webinars.

• Compile monthly and quarterly reports on volunteer engagement and program metrics.

• Collaborate with Marketing and Communication department for event social media and portal-related campaigns and communication requests.

• Collaborate with other departments to support cross-functional initiatives involving volunteers and community engagement.

• Maintain updated calendars and timelines for program deliverables.

• Perform other related duties as assigned to support Volunteer Services programs and organizational goals.

Disaster Readiness & Emergency Volunteer Center (EVC) Support

• Support disaster preparedness efforts by assisting with documentation, training logistics, volunteer records, and communication materials related to emergency volunteer management.

• During declared disasters or emergencies, support the Emergency Volunteer Center (EVC) by assisting with volunteer intake, scheduling, data entry, communication, and operational coordination.

• Assist with meeting preparation, materials, and follow-up for COAD/VOAD and long-term recovery groups as directed.

• Maintain organized records related to disaster response activities, trainings, and volunteer engagement.

Requirements

• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.

• 1–2 years of administrative or program support experience, preferably in a nonprofit setting.

• Strong proficiency in MS Office (Excel, Outlook, Word)

• Excellent written and verbal communication skills.

• Comfort working with databases, spreadsheets, and online platforms; ability to learn new systems quickly.

• Customer-service mindset with the ability to work effectively with volunteers, nonprofit staff, and community partners.

• High attention to detail and commitment to accurate data tracking.

• Proven ability to work effectively and respectfully with diverse groups of varying cultures, ethnicities, age groups, abilities, etc.

• Must have reliable transportation, a valid CA driver’s license and proof of auto insurance.

Preferred:

• Familiarity with project management software (Basecamp.)

• Proficient in Salesforce/Hubspot (CRM) and volunteer management software.

• CERT training or interest in disaster preparedness.

• Bilingual in Spanish

Physical Demands & Work Schedule

Monday–Friday, 9am–5pm (37.5 hour work week), with occasional evening/weekend support for events. Frequent travel across Sonoma, Marin, Solano and Napa Counties (mileage reimbursement provided).

Benefits

• Vacation: 12 days in year 1, 15 days in year 2, 20 days in year 5.
• Sick: 11 Sick days per year
• Holidays: 13 days observed.
• Health Insurance with base plan 100% covered by employer.
• Vision and Dental Insurance.
• 403B Retirement Plans with 3.5% employer contribution after 12 months.
• Staff have regular opportunities to participate in professional development workshops and classes offered at CVNL

Compensation:
The budgeted starting salary that CVNL reasonably expects to pay for this position is $22.59 to $25.04. This takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, external market comparisons for similar positions in similar geographic locations and size. Offers are determined based on final candidate qualifications and experience.

CVNL is an equal opportunity employer and makes employment decisions on the basis of qualifications. The Agency policy prohibits unlawful discrimination in any employment decision based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law or ordinance or regulation.