VITA Coordinator
Trident United Way's
Mission states that we are a catalyst for measurable community transformation in Education, Financial Stability and Health.
Our vision is simple, we are the leader in uniting our community to improve Llves.
Trident United Way's
Staff and volunteers are devoted to developing the financial and human resources necessary to do this transformational work. We know the importance and value of our Human Capital and are deeply committed to enhancing our corporate culture, while serving our community, with every new hire. We hope that you want to join our progressive and committed organization, so please, do not hesitate and apply today.
Trident United Way and its employees seek a diverse, inclusive and equitable workplace. Trident United Way defines a diverse, inclusive and equitable workplace as one where all employees and volunteers, regardless of race, gender, sexual orientation or identity, age, education, disability or veteran status feel valued and respected. Trident United Way is committed to a nondiscriminatory approach toward employment and investment. Trident United Way will provide equal opportunity for employment and advancement in all departments. It will seek community feedback to ensure community investments are pursued through a lens of equity. Trident United Way respects and values diverse life experiences and ensures that all voices are heard to inform our work.
Trident United Way is committed to modeling diversity and inclusion in the nonprofit sector and to maintaining an environment of inclusiveness and equitable treatment for all.
Trident United Way
Participates in the Employers of National Service Network, alumni of AmeriCorps, SeniorCorps and PeaceCorps programs are encouraged to apply!
Trident United Way is an Equal Opportunity Employer with an employee base of 40-50 FTE's.
.
Youtube video: What is United Way?
View our impact report here.
We are looking forward to your application!
.png)
Facebook Instagram LinkedIn
GENERAL JOB INFORMATION
Title: VITA Coordinator
Reports To (Title): Director of Community Initiatives
Department: Community Impact
FLSA Classification: Hourly, non-exempt/SOIC#13-2082
Date Last Reviewed: November 8, 2024
Salary Range: $45,000.00 to $50,000.00
JOB SUMMARY
The VITA Coordinator is responsible for overseeing the daily operations of VITA tax sites, managing volunteer activities, and ensuring a smooth, efficient, and high-quality service experience for all clients. This role involves assisting in volunteer recruitment, supporting training activities, and providing on-site management. The coordinator will address client and volunteer inquiries, manage scheduling, and handle technical and logistical needs at VITA sites. The coordinator will also work closely with the Director of Community Initiatives and VITA Trainer to facilitate the smooth delivery of services and will be available to prepare tax returns when necessary.
ESSENTIAL RESPONSIBILITIES
Client & Volunteer Contact:
- Serve as the primary point of contact for clients and volunteers, addressing routine questions and concerns via telephone, email, or in person at the tax sites.
- Provide day-to-day support to volunteers on-site, ensuring they have the resources and information needed to assist clients efficiently.
- Foster positive relationships with volunteers and clients, maintaining a respectful and inclusive environment.
- Assist the VITA Director in recruiting volunteers for the program through outreach efforts such as presentations, community events, and other recruitment strategies.
- Work closely with the VITA Director and VITA Trainer to support the volunteer training process, including coordination of schedules and materials, ensuring volunteers are adequately prepared and IRS-certified.
- Supervise volunteers on-site and provide guidance as needed to ensure program standards are met.
- Oversee daily operations at VITA sites, ensuring that all activities comply with IRS standards and run smoothly.
- Coordinate site schedules and ensure that each site has appropriate volunteer coverage for all shifts.
- Manage inventory and technology needs for each site, addressing equipment or software issues promptly.
- Provide on-site technical assistance to volunteers, troubleshooting tax software, printers, and laptops.
- Act as on-call support during operating hours to address urgent volunteer or site management issues.
- Assist in preparing tax returns as needed, especially during peak times or when volunteer capacity is limited.
- Complete IRS VITA certification (basic, advanced, etc.) to ensure compliance with IRS quality standards.
- Conduct routine quality reviews of prepared tax returns to ensure accuracy and adherence to IRS guidelines.
- Compile and submit daily and weekly reports on site activity, including the number of clients served, returns prepared, and volunteer attendance.
- Assist with data entry and report generation for program evaluation and compliance purposes.
- Maintain accurate records of site inventories, volunteer schedules, and client services provided.
ADDITIONAL RESPONSIBILITIES
- Assist with the organization and execution of VITA-related events, including volunteer appreciation or training sessions.
- Support the VITA Program Director in developing and implementing outreach strategies to promote VITA services within the community.
- Collaborate with the VITA Director to implement process improvements for site operations and volunteer management to enhance program efficiency.
SKILLS & EXPERIENCE
- Demonstrated ability to lead, motivate, and inspire a team of 20+ volunteers, fostering an environment of accountability, engagement, and support. Skilled in guiding individuals to achieve both personal and program goals, while promoting a positive team dynamic.
- Proven experience managing 20+ volunteers, ensuring their effective engagement, scheduling, and performance. Capable of overseeing day-to-day site operations while supporting the development of volunteer skills.
- Strong ability to build and maintain positive relationships with clients and community partners. Skilled at facilitating trust and communication to ensure effective collaboration and service delivery.
- Skilled in managing multiple tasks, schedules, and logistics efficiently to ensure smooth site operations. Able to prioritize responsibilities, particularly during high-demand periods.
- Strong organizational skills to ensure accuracy in data management, record keeping, and reporting. Able to maintain effective systems that enhance program efficiency.
- Flexibility & Adaptability: Ability to adjust to changing circumstances, such as volunteer schedule changes or increased client volume during peak tax season periods, while ensuring continued service delivery.
- Clear and effective verbal and written communication skills to engage with volunteers, clients, and team members, ensuring everyone is informed and aligned with program goals.
- Customer Service Skills: Strong customer service orientation, ensuring that clients’ needs are addressed promptly and that they have a positive experience throughout the tax preparation process.
- Proficiency in office software (e.g., Microsoft Office) and the ability to quickly learn tax preparation software. Able to provide basic troubleshooting for site equipment, such as printers and laptops.
- Ability to identify and resolve issues related to site management, technical challenges, or volunteer needs in a timely and efficient manner.
PHYSICAL DEMANDS OF JOB
Office Environment: This position operates primarily in a professional office setting and at VITA sites. The employee is regularly required to sit, stand, and use a computer for extended periods.
Travel: The role will require travel to various VITA sites, community meetings, and events, which may involve driving and walking between locations.
Mobility: The position requires occasional movement during site visits, which may involve standing for extended periods, walking, bending, and carrying supplies (typically no more than 20 lbs).
Public Interaction: This role involves frequent interaction with volunteers and clients, sometimes in busy or crowded environments (e.g., VITA sites during tax season).
Event Support: During special events or outreach activities, the employee may be required to assist with setting up and breaking down materials or equipment.
WORKPLACE EXPECATIONS
- This role requires a strong understanding of, and sensitivity to, the diverse experiences, backgrounds, and perspectives of clients, volunteers, and community partners. The VITA Coordinator must ensure that all interactions and services are delivered in an inclusive and respectful manner in line with the organization’s DEIB standards.
- Maintain professionalism in all interactions with volunteers, clients, and team members, with clear and respectful communication.
- Collaborate closely with the VITA Program Director, VITA Trainer, volunteers, and other stakeholders to ensure successful program operations.
- Maintain confidentiality when handling sensitive information regarding clients and volunteers, ensuring adherence to privacy standards.
- Adapt to changing circumstances, including volunteer schedule adjustments, unexpected client needs, or site issues, especially during peak tax season.
- Flexibility in work hours is required, particularly during the tax season, which may include evenings and weekends.
- Proficiency in using technology, including tax preparation software, volunteer management systems, and office software, is essential.
- The VITA Coordinator is expected to demonstrate a commitment to professional growth by staying updated on best practices related to volunteer coordination, customer service, and tax preparation standards.
- Participate in ongoing training and development opportunities and show a commitment to program success.
WORK ENVIRONMENT
This is a hybrid position, with the majority of work conducted in a climate-controlled office environment. The role also offers the flexibility to work remotely up to two days per week.
Please Note: Requirements, skills, and abilities described above are representative of those that must be met by an employee to successfully perform the essential functions of this position with or without reasonable accommodation. In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Duties, responsibilities and activities may change at any time with or without notice.
Title VI: NO PERSON in the United States shall, on the ground of race, color, or national origin, be excluded from participating in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.
Division: Community Impact
This is a full time position