Volunteer & Governance Associate
Make-A-Wish Greater Bay Area is a wish granting organization. Together, we create life-changing wishes for children with critical illnesses. Our Chapter serves children from Monterey County to the Oregon border west of Interstate 5. Research shows that children who have wishes granted build the physical and emotional strength they need to fight a critical illness, improving quality of life and producing better health outcomes.
Make-A-Wish Greater Bay Area is seeking a detail-oriented and energetic administrative professional to join our team. The Associate’s role is split equally between supporting the volunteer program and providing administrative and operational support to the Board of Directors and its committees.
- Volunteers are the backbone of making wishes come true with over 800 volunteers throughout our 17-county territory supporting the mission in ways: helping to determine a child’s heartfelt wish; working a fundraising event; providing skills and project-based support just as a few examples.
- Members of our Board of Directors and Board Committees volunteer as leaders and strategic advisors to the organization working in close partnership with the CEO and other Senior Management.
- The Volunteer & Governance Associate reports to the Senior Volunteer Manager and works closely with the CEO. This position is a member of the Operations Department. This full-time, non-exempt/hourly position is currently required to work in our Oakland office at least 2 days a week (Tuesday & Wednesday) as part of the hybrid work model. Make-A-Wish is committed to continued Diversity, Equity and Inclusion work, which includes but is not limited to paid staff time to participate in workshops and learnings.
VOLUNTEER PROGRAM SUPPORT - under direction of the Senior Volunteer Manager
The Senior Volunteer Manager and the Volunteer & Governance Associate recruit, train, and rely on volunteers to help with key volunteer program processes. Many core tasks are accomplished by volunteers providing administrative support on a regular basis. These volunteers need on-going engagement, encouragement, training, and oversight in their roles provided by this position. Additionally, if there is an absence or vacancy in any of the administrative volunteer roles, this position will assume those duties.
- Onboarding of new volunteers
- Conducting new volunteer orientation and following up with attendees
- Engaging with and overseeing volunteers and student associates who assist with the following tasks: online volunteer recruitment posts; volunteer inquiries and waiting lists; new volunteer application process
- Volunteer data tracking and compliance
- Scheduling volunteer meetings and sending reminders.
- Overseeing data entry for volunteer activity and records management
- Overseeing required volunteer compliance updates, including annual conflict of interest forms and background checks
- Wish assignment support
- Monitoring a shared mailbox to ensure that wish interviews are being scheduled in a timely manner
- Scheduling Zoom meetings for virtual wish interviews
- Following up with “observer” volunteers after their first wish interviews
- Overseeing the assignments of volunteers to wish teams as they are referred, as well as replacing inactive volunteers, including shopping sprees and airport sendoffs
- Volunteer appreciation and Events
- Assisting with volunteer recognition efforts, including sending of birthday cards, milestone certificates and pins, and apparel
- Sending and tracking invitations for appreciation events, attending events
- Assisting with onsite volunteer management at fundraising events
- Other duties as assigned
GOVERNANCE (BOARD/COMMITTEE/COUNCIL SUPPORT) – under direction of the CEO
The CEO works closely with the Board of Directors and its key committees on matters of strategy, policy, and governance. The Volunteer & Governance Associate will work to support the CEO in that work and will take the lead on the critical administrative and organizational tasks.
- Serve as primary staff liaison to provide administrative and logistical support the Board of Directors and Board Committees (Finance, Audit, Executive, Governance as well as ad hoc task forces). Support includes but is not limited to:
- working with CEO, other Senior leaders and chairs to set meeting dates, publish agendas, send meeting reminders, arrange for in-person or remote meetings, etc.
- attending all board meetings and above listed committee meetings to record attendance and minutes
- maintaining board member files, Salesforce records and access to BoardPaq (board/committee/council portal)
- providing necessary information and documentation to the VP of Operations & Finance related to needs for fiscal year end, audit, and Form 990
- Serve as primary chapter administrator of Board Paq providing support to all users (including staff and councils not listed above)
- Support the CEO and Governance Committee to plan and organize the Board Retreat
- Support the new board member on-boarding process from application to orientation
- Provide support and assistance with other Board Committees and Councils as needed
- Other duties as assigned
PHYSICAL REQUIREMENTS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- This position requires consistent attendance on a day-to-day basis.
- While performing the duties of this job, the employee must be able to sit at a computer, read, write, type and speak for extended periods of time. The employee is occasionally required to move around the office.
- Physical agility to push/pull, squat, twist, turn, bend, stoop and to reach overhead.
- Ability to stand and walk for long periods of time during events
- May require travel dependent on organization needs within 17-county territory surrounding office in Oakland, CA.
EXPERIENCE AND SKILLS
- 3+ years related work experience in an office environment
- Nonprofit experience preferred, including experience working with volunteers/volunteer programs/boards and committees
- Associates or bachelor’s degree preferred but not required
- Ability to maintain complete confidentiality
- Extremely well-organized, able to multi-task efficiently, meet deadlines under pressure, and maintain composure in handling difficult situations
- Excellent communication skills, both written and verbal, and prompt follow through
- Effective presentation skills
- PC literate – Microsoft Office Suite, Sharepoint; Salesforce experience a plus
- Access to transportation for occasional travel
- Some evening and weekend commitments required
COMPENSATION
Annualized salary range of $57,000 - $60,000 based on skills and experience
Full-time, non-exempt (hourly) position
Fully benefited position with 100% premium paid for employee for sponsored plans, including 4% retirement match
PTO (paid time off) starts at 17 days a year (accrued each pay period)
Paid holidays and other paid time off (i.e. employee appreciation days) – 22 days a year
Send a letter of interest and a resume to:
Volunteer & Governance Associate Search
Email: [email protected]
Office Location
1333 Broadway, Suite 200
Oakland, CA 94612