Volunteer & Human Resources Coordinator

Position Description

Reports to: TBD

Department: Administration

Employment type: Full-Time, Non-Exempt/Exempt

Location: Northside location: 901 Pennsylvania Avenue, Suite 3A, Pittsburgh PA 15233

Position Summary

The Volunteer & Human Resources Coordinator supports the Foundation of HOPE’s mission by coordinating the organization’s volunteer program while providing day-to-day human resources administrative support. This position serves as a key connection among employees, volunteers, program leadership, community partners, and organizational leadership.

The Coordinator is responsible for recruiting, screening, onboarding, training, scheduling, engaging, and tracking volunteers who support Foundation of HOPE programs, including services delivered within the Allegheny County Jail and the community. The position also supports core HR functions such as employee onboarding, personnel records, recruitment coordination, training compliance, performance-management administration, policy implementation, and employee engagement.

The ideal candidate is highly organized, professional, compassionate, able to maintain strict confidentiality, and committed to working with individuals from diverse backgrounds, including justice-impacted individuals and their families.

Essential Duties & Responsibilities

Volunteer Coordination and Engagement: Approximately 50%

• Develop and maintain volunteer and intern recruitment, onboarding, training, placement, and retention process.
• Recruit volunteers/interns through community organizations, universities, faith communities, corporations, professional associations, and other community partnerships.
• Coordinate volunteer/intern applications, interviews, references, background clearances, required documentation, and orientation.
• Work closely with program directors to identify volunteer/intern needs across Foundation of HOPE programs.
• Coordinate volunteer/intern assignments and schedules in accordance with program needs and applicable facility requirements.
• Ensure volunteers/interns working within correctional settings complete required Foundation of HOPE and facility-specific orientation, clearances, and training.
• Maintain accurate volunteer/intern files, service records, contact information, training records, and volunteer-hour documentation.
• Track volunteer/intern participation, retention, hours, assignments, and program contributions.
• Develop strategies for volunteer/intern recognition, appreciation, engagement, and retention.
• Communicate regularly with volunteers/interns regarding schedules, organizational updates, training requirements, and program opportunities.
• Address volunteer/intern concerns promptly and professionally and elevate significant issues to appropriate leadership.
• Assist with volunteer/intern appreciation activities and recognition events.
• Produce monthly and quarterly volunteer/intern reports for senior leadership and board reporting as requested.

Human Resources Coordination: Approximately 40%

• Provide administrative support throughout the employee lifecycle, including recruitment, onboarding, orientation, training, performance management, and separation processes.
• Coordinate job postings, candidate communications, interview scheduling, reference checks, and onboarding documentation.
• Prepare new-hire materials and coordinate employee orientation.
• Maintain confidential and organized employee personnel records and HR documentation.
• Monitor required employee documentation, training, certifications, background clearances, and renewal dates.
• Assist leadership with scheduling and tracking 30-day, 90-day, annual, and other performance evaluations.
• Support implementation and communication of organizational policies, procedures, employee handbook requirements, and HR practices.
• Assist with employee training and professional development coordination.
• Support employee engagement, recognition, staff appreciation, and organizational culture initiatives.
• Maintain HR calendars and track important employment-related deadlines.
• Assist with documentation associated with employee status changes, promotions, transfers, corrective actions, and separations as directed by leadership.
• Maintain confidentiality regarding employee relations, compensation, performance, medical information, and other sensitive personnel matters.
• Refer complex employee relations, legal, benefits, payroll, or compliance matters to appropriate leadership or professional resources rather than independently providing legal or HR determinations.

Data, Compliance and Reporting: Approximately 10%

• Maintain accurate HR and volunteer/intern databases, spreadsheets, files, and tracking systems.
• Develop monthly dashboards showing volunteer/intern recruitment, active volunteers/interns, volunteer/intern hours, retention, training compliance, staffing vacancies, onboarding activity, and other established KPIs.
• Support preparation for audits, grant reporting, board reports, and compliance reviews.
• Assist with gathering workforce and volunteer/intern data for grant applications and funding reports.
• Protect confidential information and ensure records are maintained according to organizational policies and applicable requirements.
• Recommend process improvements to strengthen HR and volunteer-management systems.

Required Qualifications

• Associate or bachelor’s degree in Human Resources, Business Administration, Nonprofit Management, Social Services, Public Administration, or a related field preferred.
• Two or more years of experience in human resources, volunteer/intern management, nonprofit administration, program coordination, or a related area preferred.
• Experience coordinating volunteers/interns or supporting HR functions is strongly preferred.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and ability to build positive relationships with employees, volunteers, community partners, and program participants.
• Ability to manage multiple priorities and deadlines in a fast-paced nonprofit environment.
• Proficiency with Microsoft Office applications and ability to learn HR, volunteer management, and database systems.
• Ability to work independently while functioning effectively as part of a multidisciplinary team.

Equal Employment Opportunity

Foundation of HOPE is committed to providing equal employment opportunities and maintaining a workplace that values dignity, respect, inclusion, and professionalism. Employment decisions are made in accordance with applicable laws and organizational policies.