Description

POSITION SUMMARY

The Volunteer Services & Data Manager is a full-time exempt position and a member of the SOKY Administrative team. With the Volunteer Services Director, the position manages SOKY’s comprehensive volunteer program, including recruitment, screening, activation, training, education, recognition, and volunteer records, while also ensuring accurate and timely entry and maintenance of athlete, volunteer, donor, medical, competition, and related organizational data. The position works across Program/Sports, Development, and Administration to support competitions, special events, Coach Education, office operations, event logistics, and data quality.

DUTIES / RESPONSIBILITIES

Volunteer Services Management

•    Support Volunteer Services and serve as the primary point of contact for volunteer inquiries.
•    Develop and maintain a volunteer recruitment plan that addresses Program, Development, special event, and general organizational needs across the state.
•    Work with SOKY staff, Local Coordinators, and Competition Managers to identify volunteer needs and provide recruitment and management support.
•    Identify community outreach opportunities and collaborate with co-workers and community partners on volunteer recruitment efforts.
•    Manage communication with day-of-event volunteers throughout all periods of volunteer involvement.
•    Conduct and/or assist with volunteer training sessions, including sport-specific clinics when appropriate.
•    Oversee and coordinate the Class A volunteer approval process, including background checks, certifications, and required training components.
•    Ensure volunteer opportunities are current on the SOKY website and in the day-of-event volunteer management system (CERVIS).
•    Maintain accurate volunteer records and databases, including completion records for Volunteer Orientation, Protective Behaviors, Concussion Training, and other required certifications.
•    Track volunteer certification and re-certification needs in coordination with the Director of Sports & Competition.
•    Ensure general volunteer forms and inquiries are processed promptly; revise and update volunteer information forms and materials as needed.
•    Coordinate timely volunteer recognition and thank you efforts.

Data Management & Registration

•    Serve as the primary contact for processing athlete medical forms and related records.
•    Ensure confidentiality and appropriate handling of donor, athlete, and volunteer information.
•    Enter and maintain data accurately, meet established deadlines, and review records for deficiencies, errors, or incomplete information.
•    Research and obtain additional information needed to complete documents, records, or profiles.
•    Generate reports, maintain completed work in designated locations, and support appropriate backup and record-management processes.
•    Recommend efficient processes and ongoing quality improvements related to data entry, database management, and information flow.
•    Develop and maintain a strong working knowledge of the SOKY Games Management System (GMS) and Volunteer Management systems.
•    Support registration for competitions through GMS and ensure Games/Competition results are entered accurately and timely.
•    Maintain the SOKY volunteer database and align volunteer records with Program, Development, and statewide organizational needs.

Requirements

QUALIFICATIONS

•    Bachelor’s degree in a related field preferred.
•    1–3 years of experience in a nonprofit, volunteer management, sports, program, administrative, or related environment preferred.
•    Positive attitude, proactive work ethic, and ability to manage multiple projects while maintaining attention to detail.
•    Strong written and in-person communication skills and the ability to build productive professional relationships.
•    Proficiency with Microsoft Office/Microsoft 365 and database systems; ability to learn and master SOKY systems, including volunteer management and Games Management System software.
•    Strong data-entry skills with demonstrated accuracy, confidentiality, organization, and follow-through.
•    Ability and willingness to work evenings and weekends and travel in-state as required.