Job Description
Volunteer Services Administrator (Youth Programs)
Department: HOPE Corps (Volunteer Services)
Reports To: Senior Director, HOPE Corps
Location: Atlanta, GA (Hybrid)
Classification: Full-Time
About Operation HOPE
Operation HOPE is a national nonprofit dedicated to advancing financial dignity and economic inclusion. Through financial literacy education, coaching, and empowerment programs, Operation HOPE equips youth and adults with the knowledge, tools, and confidence to build wealth, improve credit, pursue entrepreneurship, and achieve financial independence.
Our youth programs serve thousands of students annually across school districts, youth-serving organizations, and community partners. Volunteers are mission-critical to this work.
About HOPE Corps
HOPE Corps is Operation HOPE’s Volunteer Services division and serves as the centralized human resources and operational infrastructure for all volunteers across the organization. HOPE Corps manages the full volunteer lifecycle—from recruitment through clearance, deployment, engagement, and retention—ensuring all volunteers are fully screened, compliant, trained, and prepared to safely and effectively serve in mission-critical roles.
HOPE Corps is accountable for:
Volunteer recruitment, intake, screening, clearance, and onboarding
Administration and governance of the Volunteer Engagement System (VES/VMS)
Background check processing and compliance oversight (Sterling Level II / Level III and partner-specific screening)
Deployment readiness and operational continuity for all volunteer-supported programs
Volunteer experience, engagement, retention, and recognition
Audit-grade volunteer records, reporting, and risk mitigation
HOPE Corps operates as a compliance-sensitive, mission-critical operational function directly supporting program delivery, partner commitments, and organizational impact.
Position Summary
The Volunteer Services Administrator (Youth Programs) is responsible for managing the end-to-end lifecycle, compliance clearance, and system administration for volunteers serving youth-facing programs.
This role serves as both:
Volunteer Lifecycle Administrator ensuring volunteers are fully recruited, screened, cleared, onboarded, and deployed in accordance with organizational policies and partner requirements
Volunteer Engagement System (VES/VMS) Administrator responsible for maintaining system integrity, managing volunteer records, ensuring data accuracy, resolving system issues, and enabling operational readiness
This position directly impacts:
Youth safety and compliance
Program delivery readiness and continuity
Volunteer experience and engagement
Organizational risk exposure
Partner trust and operational scale
Failure of this function can result in deployment delays, compliance violations, partner escalations, or operational disruption. As such, this role requires strong operational discipline, attention to detail, and sound judgment.
Core Responsibilities
1. Volunteer Lifecycle Administration (Recruitment through Deployment)
Manage the full lifecycle of youth program volunteers, ensuring all required steps are completed accurately, timely, and in compliance with organizational and partner policies.
Recruitment and Intake
Responsible for recruitment efforts to maintain a continuous pipeline of qualified youth program volunteers
Review volunteer applications for completeness, eligibility, and role alignment
Communicate with applicants regarding next steps, requirements, and onboarding progress
Ensure accurate entry and maintenance of volunteer records in the Volunteer Engagement System
Screening and Compliance Clearance
Administer and monitor volunteer background check processes, including Sterling Level I and Level III screening
Review background check results in accordance with Operation HOPE clearance criteria and escalation protocols
Ensure volunteers meet all clearance requirements before deployment
Escalate adverse findings, discrepancies, or compliance risks appropriately
Maintain audit-grade documentation of volunteer clearance status
Onboarding and Deployment Readiness
Ensure volunteers complete all required onboarding steps, including training, agreements, and compliance documentation
Maintain accurate real-time volunteer status (Applied, Screening, Cleared, Onboarding, Active, Inactive)
Coordinate deployment readiness with program teams
Prevent deployment of volunteers who have not met clearance requirements
Maintain deployment rosters and readiness reporting
2. Volunteer Engagement System (VES/VMS) Administration
Serve as system administrator for the Volunteer Engagement System, ensuring operational reliability, data integrity, and user support.
Responsibilities include:
Monitor volunteer system queues, workflows, and onboarding pipelines
Maintain accurate volunteer records, profiles, and compliance documentation
Update volunteer status based on clearance, activity, and engagement
Troubleshoot volunteer system issues and support user inquiries
Coordinate with HRII, IT, and system vendors to resolve system defects or functionality issues
Support system enhancements, testing, and implementation of improvements
Maintain audit-ready records and data integrity
3. Volunteer Communication and Engagement
Serve as the primary point of contact for volunteers throughout their lifecycle.
Responsibilities include:
Communicate onboarding requirements, clearance status, and deployment readiness
Provide timely responses to volunteer inquiries
Support volunteer engagement, retention, and satisfaction
Coordinate volunteer organizational onboarding and readiness activities
Support volunteer recognition and retention initiatives
4. Program and Partner Coordination
Work cross-functionally to ensure volunteer readiness aligns with program delivery requirements.
Collaborate with:
Youth Program leadership and team facilitators
Partnerships and corporate engagement teams
Marketing and Communications
HRII and Compliance teams
External partner organizations (schools, youth-serving organizations)
Responsibilities include:
Supporting volunteer deployment readiness for program cohorts and events
Maintaining accurate volunteer deployment records
Supporting partner compliance requirements
5. Data Integrity, Reporting, and Risk Management
Ensure accurate volunteer data management, reporting, and compliance tracking.
Responsibilities include:
Maintain accurate and current volunteer records
Support volunteer compliance and readiness reporting
Monitor volunteer pipeline and clearance status
Identify and escalate operational risks or compliance issues
Support audit readiness and documentation
Key Performance Indicators (KPIs)
Success in this role is measured by:
Volunteer clearance processing timeliness and accuracy
Compliance adherence and audit readiness
Deployment readiness and absence of clearance-related deployment failures
Data accuracy and system integrity
Volunteer satisfaction and engagement
System adoption and operational efficiency
Required Qualifications
Education
Bachelor’s degree required
Experience
2+ years experience in volunteer administration, program coordination, HR operations, or compliance administration preferred
Experience managing databases or enterprise systems required
Experience with volunteer management systems, CRM systems, or HRIS systems preferred
Experience supporting youth programs, nonprofit operations, or compliance-sensitive environments preferred
Technical Skills
Strong proficiency in database and system administration
Proficient in Microsoft Office and Google Workspace
Ability to learn and administer enterprise volunteer management systems
Core Competencies
Operational Excellence
Strong attention to detail and accuracy
Ability to manage complex workflows and processes
Strong organizational and time management skills
Compliance and Risk Awareness
Ability to follow clearance protocols and escalation procedures
Sound judgment and professional discretion
Ability to maintain confidential information
Communication and Customer Service
Strong written and verbal communication skills
Ability to communicate clearly and professionally with volunteers and stakeholders
Strong interpersonal skills
Systems and Technical Aptitude
Ability to learn and administer enterprise systems
Ability to troubleshoot system issues
Execution and Accountability
Ability to manage multiple concurrent projects, workflows, and priorities in a fast-paced, dynamic environment
Must effectively navigate shifting deadlines, operational ambiguity, and varying levels of compliance and operational risk
Ability to exercise sound judgment, maintain attention to detail, and execute responsibilities with accuracy and accountability
Expected to work collaboratively and cohesively with cross-functional teams and stakeholders to achieve departmental and organizational goals
Strong follow-through and ownership
Supervisory Responsibilities
No direct employee supervision
Provides administrative oversight and coordination for volunteers
Work Environment
Primarily operates in a professional office and hybrid work environment, with occasional on-site program support as needed
Requires light physical activity, including lifting or moving lightweight materials
Regularly required to sit, stand, bend, reach, and operate standard office equipment for extended periods
Why This Role Matters
Volunteers are essential to Operation HOPE’s mission. This role ensures volunteers are properly screened, cleared, and prepared to serve youth safely and effectively. The Volunteer Services Administrator plays a critical role in maintaining operational readiness, compliance integrity, and program success.
Equal Opportunity Statement
Operation HOPE is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and volunteers.