Position Summary
The Participant Services Coordinator is a full-time, non-exempt member of the Personal Development Center's direct services team. Serving as the agency's first point of contact, this position helps survivors, children, shelter residents, and visitors access services in a welcoming, trauma-informed, and survivor-centered environment. The Coordinator supports participant services by coordinating shelter operations, participant resources, volunteer engagement, donations, facility readiness, and community partnerships that enhance service delivery.
Working closely with advocates and program staff, the Participant Services Coordinator helps maintain a safe, organized, and welcoming environment while supporting resource development, donor stewardship, volunteer coordination, and fundraising activities that strengthen services available to participants. As a non-exempt employee, the Participant Services Coordinator is expected to work collaboratively with staff and demonstrate flexibility in scheduling and work assignments to meet the needs of participants, shelter operations, agency activities, and occasional special events, while accurately documenting time worked in accordance with agency policies and applicable employment laws.
Essential Duties and Responsibilities
Participant Services
- Serve as the first point of contact for individuals contacting or visiting PDC.
- Answer agency telephone calls, assess participant needs, and connect callers with the appropriate staff member or program.
- Welcome participants, residents, visitors, and community members in a professional, supportive, and trauma-informed manner.
- Ensure visitor confidentiality acknowledgments are completed.
- Assist with shelter requests and complete shelter intakes during business hours in collaboration with advocates.
- Maintain current shelter resident lists and participant information for authorized staff.
- Support advocates by coordinating participant resources, assisting with participant requests, and helping ensure timely access to agency services and community resources.
- Foster an environment that promotes dignity, empowerment, safety, and respect for every individual served.
Shelter Operations and Participant Support
- Coordinate daily shelter support activities during business hours.
- Assist with development and maintenance of shelter staffing schedules.
- Maintain organized inventories of shelter supplies, household items, emergency resources, food, hygiene products, and participant necessities.
- Monitor pantry, refrigerators, freezers, and storage areas to ensure supplies remain organized, stocked, and rotated appropriately.
- Prepare shopping lists and coordinate grocery purchasing and deliveries with supervisory approval.
- Coordinate shelter room readiness, cleaning schedules, and minor repair needs.
- Maintain clean, organized, welcoming, and home-like shelter and common areas.
- Coordinate opportunities that promote resident wellness, socialization, life skills, and self-care.
Participant Resources and Community Partnerships
- Develop and maintain collaborative relationships with community organizations, businesses, civic groups, faith communities, and vendors supporting agency programs.
- Coordinate donations of food, hygiene supplies, household goods, and other essential resources for participants.
- Maintain current community referral information and resource directories.
- Ensure community partners have current agency brochures, educational materials, and referral information.
- Serve as agency liaison for community donation initiatives, seasonal assistance programs, and resource development activities.
- Identify opportunities to expand community partnerships that increase resources available to survivors and families.
Volunteer Coordination
- Recruit, orient, schedule, and support agency volunteers.
- Coordinate volunteer participation for participant activities, donation management, facility improvement projects, and agency events.
- Maintain volunteer documentation and records.
- Recognize volunteer contributions and assist with volunteer appreciation efforts.
Resource Development and Fundraising Support
- Assist with planning and coordination of agency fundraising and community engagement activities.
- Develop and maintain relationships with businesses, civic organizations, faith communities, donors, and community partners to solicit in-kind donations, sponsorships, raffle items, silent auction items, and other resources that directly support participant services.
- Track donated goods and in-kind contributions for reporting and grant documentation.
- Prepare donor acknowledgement letters and assist with donor stewardship activities.
- Support development of agency newsletters, donor communications, and community outreach materials.
- Assist with promoting agency events, volunteer opportunities, and community awareness activities through approved communication channels.
- Support employee engagement activities, including staff recognition, appreciation events, and internal giving campaigns.
- Coordinate seasonal giving programs, including holiday gifts, hygiene drives, and other participant assistance initiatives.
Facility and Resource Coordination
- Maintain annual facility maintenance schedules.
- Conduct ongoing assessments of facility, equipment, and property maintenance needs.
- Coordinate maintenance requests and repair needs with administrative staff and approved vendors.
- Assist with coordination of lawn care, landscaping, snow removal, and contracted maintenance services.
- Recruit volunteers to assist with facility beautification and maintenance projects.
- Help ensure agency facilities remain safe, accessible, functional, organized, and welcoming for participants, visitors, volunteers, and staff.
Administrative Responsibilities
- Assist with preparation of grant reports by compiling in-kind donation information and volunteer activity.
- Maintain records related to volunteer hours, community donations, and fundraising support activities.
- Prepare monthly reports, success stories, Board reports, and other required documentation as needed.
- Maintain information within Osnium and other required databases.
- Maintain internal communications and ensure agency calendars, schedules, participant support information, and operational documents remain current, accurate, and accessible to authorized staff.
- Coordinate staff recognition activities and employee appreciation events.
- Lead internal employee giving campaigns and other staff engagement activities.
- Attend staff meetings, Vision Council meetings, required trainings, webinars, and professional development opportunities as assigned.
- Perform other duties as assigned in support of participant services and agency operations.
General Responsibilities
- Support the mission, vision, values, and participant-centered philosophy of the Personal Development Center in all aspects of service delivery and agency operations.
- Demonstrate a commitment to trauma-informed, survivor-centered, culturally responsive, and empowerment-based practices that promote the safety, dignity, and well-being of participants and their families.
- Maintain participant, donor, volunteer, personnel, and agency confidentiality in accordance with agency policies, ethical standards, and applicable laws.
- Exercise sound professional judgment, integrity, initiative, adaptability, and problem-solving skills while responding to participant, shelter, and operational needs.
- Provide exceptional customer service by treating participants, residents, visitors, volunteers, donors, staff, and community partners with dignity, respect, professionalism, and compassion.
- Establish and maintain positive, collaborative working relationships with participants, staff, volunteers, interns, vendors, donors, referral sources, and community partners.
- Demonstrate strong organizational, time management, and resource stewardship skills by effectively prioritizing responsibilities, maintaining accurate records, and ensuring responsible management of agency resources, supplies, and donated goods.
- Represent the Personal Development Center in a professional and positive manner, promoting public confidence in the agency and its mission.
- Perform other duties as assigned by the Director of Programs and Services or Executive Director in support of participant services and agency operations.
Minimum Qualifications
- Associate's degree in Human Services, Social Work, Psychology, Nonprofit Management, Business Administration, or a related field preferred.
- Equivalent combination of education and relevant experience may be considered.
- Minimum of two years of experience in victim services, shelter services, nonprofit organizations, human services, volunteer coordination, customer service, or related field preferred.
- Experience coordinating volunteers, community partnerships, fundraising events, donor relations, or nonprofit development activities preferred.
- Experience working with survivors of domestic violence, sexual assault, human trafficking, stalking, or other forms of interpersonal violence is preferred.
Knowledge, Skills, and Abilities
- Demonstrated commitment to trauma-informed, survivor-centered, and culturally responsive services.
- Excellent interpersonal, customer service, and relationship-building skills with the ability to establish positive working relationships with participants, volunteers, donors, vendors, staff, and community partners.
- Strong organizational and project management abilities.
- Ability to prioritize multiple responsibilities.
- Strong written and verbal communication skills.
- Experience coordinating volunteers or community partnerships preferred.
- Basic facility coordination and inventory management skills.
- Ability to maintain strict confidentiality.
- Ability to work independently while collaborating effectively with staff.
· Proficiency with Microsoft Office and electronic database systems.
· Ability to exercise sound judgment and professional discretion.
Position Purpose
The Participant Services Coordinator primarily supports participant access to services, emergency shelter operations, resource coordination, volunteer engagement, and activities that directly enhance services provided to survivors and their children. Community partnerships, donor stewardship, volunteer coordination, and fundraising support are performed to strengthen participant services and organizational sustainability and shall be carried out in accordance with applicable grant requirements and agency funding guidelines.
Pay: $22.00 per hour
Benefits:
- Dental insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
