Admin Assistant/Volunteer Manager in Little Rock, Arkansas at Depaul Usa Inc

TITLE: Admin Assistant/Volunteer Manager
FLSA CLASSIFICATION: Exempt
HOURS: Full Time
RESPONSIBLE TO: Associate Director
DIRECT REPORTS: None
LOCATION: 3405 W. Roosevelt Rd Little Rock, AR
SALARY: $42,000-$45,000 per year, paid bi-weekly

Please visit www.depaulusa.org to learn more.

Depaul USA is proud to be an equal opportunity workplace, and we are firmly committed to creating an equitable and inclusive environment for all employees. If you need a reasonable accommodation in any part of the hiring process, please let us know.

Program Description
Depaul USA operates the Little Rock Micro Home Village, a project that is providing safe, dignified, temporary housing for individuals and families experiencing homelessness. The Village provides residents with access to micro homes, emergency shelter, case management, supportive services, and connections to community resources to help them achieve greater stability and transition toward permanent housing. The onsite Community Center serves as a hub for services and includes a 32-bed emergency shelter, showers and bathrooms, laundry facilities, training space, and a commercial kitchen and dining area. Depaul USA staff work collaboratively with residents and community partners to provide individualized support, address barriers to housing, and advance the organization's mission of ending homelessness through housing and supportive services.

Position Description
The Administrative Assistant/Volunteer Manager provides administrative support to the Associate Director and program staff while coordinating volunteer recruitment, training, scheduling, and retention. This position supports the daily operations of the Little Rock Micro Home Village by maintaining records, coordinating volunteer activities, and developing relationships with community partners to support program needs.

Primary Duties and Responsibilities
Essential Functions
• Provide administrative support to the Associate Director and program staff, including preparing correspondence, maintaining records, organizing documents, and assisting with reports.
• Recruit, coordinate, and retain volunteers by developing relationships with individuals, congregations, universities, businesses, and community organizations.
• Work with program staff to identify volunteer needs and coordinate assignments across program areas.
• Coordinate volunteer schedules, assignments, attendance, and coverage, providing operational support when needed as directed by the Associate Director.
• Conduct volunteer orientations and coordinate training to ensure volunteers understand Depaul USA's mission, values, program expectations, policies, and procedures.
• Process volunteer applications, background checks, and required compliance documentation; maintain accurate and up-to-date volunteer files.
• Maintain regular communication with volunteers, provide support, and address routine questions and concerns.
• Monitor volunteer participation, training, and compliance requirements and follow up on outstanding items.
• Maintain volunteer databases, community contact lists, forms, reports, and records of volunteer service.
• Coordinate volunteer-led classes, workshops, educational activities, and enrichment programs in collaboration with program staff.
• Interact with residents and visitors professionally, providing general information and directing individuals to appropriate staff or services as needed.
• Conduct facility tours for prospective volunteers, community partners, and visitors.
• Maintain confidentiality and handle volunteer and program information in accordance with organizational policies.
• Promote a safe, welcoming, and respectful environment for residents, staff, volunteers, and visitors.

Additional Tasks and Responsibilities
• Promote volunteer opportunities through community outreach, social media, newsletters, and other recruitment strategies.
• Represent the Micro Home Village at universities, congregations, community meetings, and outreach events.
• Develop and maintain relationships with community partners to identify opportunities for volunteers, speakers, instructors, and program resources.
• Coordinate volunteer meetings, recognition activities, and educational opportunities.
• Assist with planning and coordinating community, special, and fundraising events, including volunteer assignments and event preparation.
• Assist with maintaining program calendars, facility schedules, meeting arrangements, and shared resources.
• Assist with inventory tracking, supply requests, and coordination of administrative and program materials.
• Help ensure common areas, meeting spaces, and volunteer areas are organized and prepared for scheduled activities.
• Gather feedback from volunteers and program staff to identify opportunities to improve volunteer engagement and program activities.
• Perform other related duties as assigned by Depaul USA.

General Responsibilities
• Stays informed of current local and national events, trends, and issues (wherever possible) that impact Depaul USA’s work with the homeless.
• Strives continuously to develop the role in collaboration with the supervisor to ensure that all tasks are undertaken effectively and appropriately, meeting the strategic goals and objectives of Depaul USA.
• Participates in internal/external meetings as required and attends training events, conferences, and other functions as necessary. Participates in regular supervision and annual appraisal and helps in identifying your job-related development and training needs.
• Ensures adherence to all Depaul USA policies and procedures, particularly those relating to Health and Safety, Safeguarding, Code of Practice, and Confidentiality.
• Contributes to the effective implementation of Depaul USA’s Equal Opportunities Policy as it affects both the organization and its work with this client group.
• Undertakes the role professionally, always maintaining a high-quality work standard and always working in accordance with the Vision, Mission, and Values of Depaul USA.
• Undertakes any other duties that may be required which are commensurate with the role.

Qualifications
The Administrative Assistant/Volunteer Manager must be highly organized, adaptable, and able to work effectively in a fast-paced environment with frequent interruptions. The ideal candidate has strong communication and relationship-building skills, can manage multiple priorities, and maintains attention to detail.
• Associate's degree or equivalent experience in volunteer management, administration, human services, or a related field.
• Strong written and verbal communication, interpersonal, and problem-solving skills.
• Demonstrated ability to organize and coordinate tasks, events, and volunteers across multiple program areas.
• Previous experience working with individuals experiencing homelessness, mental health challenges, or substance use issues preferred.
• Proficiency in Microsoft Office Suite and database systems; experience with volunteer management software preferred.
• Ability to prepare clear and professional communications, including emails, correspondence, training materials, and outreach content.
• Ability to work independently, exercise sound judgment, and manage competing priorities within established guidelines.
• Experience working with individuals from diverse backgrounds and maintaining professional relationships.
• Ability to handle confidential information with discretion and professionalism.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. In the course of performing the job, the person in this position typically spends time sitting, standing, climbing stairs, walking, driving, carrying (20lbs), lifting (20lbs), operating a computer keyboard, firm/strong grasping and repetitive hand control, making and receiving telephone calls. Subject to outside environmental conditions.

Special Requirement
• Must possess a valid driver's license and comply with Depaul USA’s Motor Vehicle Policy during the course of employment. Additionally, occasional use of a personal vehicle may be necessary.

Work Schedule
• In-person, from the Micro Home Village, located at 3405 W. Roosevelt Rd. Little Rock, AR
• Monday-Friday, between 7:00am – 5:00pm CST, but schedule may need to be altered based on operational needs.
• Must be available to work weekends and/or evenings as needed.

Benefits
• Medical, dental, and vision coverage options for you and eligible dependents
• Company provided Basic Life/AD&D & Short/Long Term disability policies.
• 401(k) Retirement plan with employer matching.
• Generous Vacation, Sick, and Personal leave and 10 Observed holidays.

Background Checks
A background check (including a criminal records check) must be completed as part of the hiring process. Failure to satisfactorily complete the background check may affect application status or applicants’ employment status.

Declaration
This job description is intended to accurately reflect the position's duties, responsibilities, and requirements. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. Depaul USA and management reserve the right to modify, add, or remove duties and assign other tasks as necessary.

Equal Opportunity Employment Statement
Depaul USA is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws.

Thank you for considering Depaul USA! To apply, please submit your resume.