Community Volunteer Programs Coordinator

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Section I: Position Details

Job Opening Date: July 20, 2026

Job Status: This position is full-time, 32 hours per week. HRDC also offers flexible schedules and a "reduced work week", which encourages full-time staff to use up to 4 paid hours weekly for their personal wellness.

Wage: $28.00/hour

Location: The position is split between Bozeman (RSVP Office in Bozeman Senior Center) and Livingston office. A minimum of 2 in person days in Bozeman and 2 in person days in Livingston.

Schedule Details: Must work Tuesday's 8:30-Noon in Bozeman; seasonal Saturday work in Bozeman.

General Summary of the Position:

The Community Volunteer Programs Coordinator (known internally as RSVP Program Coordinator) administers HRDC's Retired and Senior Volunteer Program (RSVP) throughout Gallatin and Park Counties, connecting older adults with meaningful volunteer opportunities that strengthen communities and support local nonprofit organizations. The position is responsible for volunteer recruitment, engagement, community partnerships, program administration, and compliance with AmeriCorps Seniors grant requirements. In addition, the RSVP Program Coordinator administers the Senior Medicare Patrol (SMP) program, provides data management support for the State Health Insurance Assistance Program (SHIP), coordinates the RSVP Handcrafters program and its participation in the Bozeman Farmers' Market, and collaborates with HRDC staff to strengthen volunteer engagement across the organization.

The RSVP Program Coordinator serves as HRDC's primary RSVP presence in Livingston and is expected to work a minimum of two days per week in Livingston to support volunteers, foster community partnerships, and increase awareness of RSVP and senior volunteer opportunities in Park County. Regular travel throughout Gallatin and Park Counties is required. Seasonal Saturday work in Bozeman is required to support the RSVP Handcrafters program during the Bozeman Farmers' Market season.

Job Duty 1: RSVP Program Responsibilities (40%)

• Plan, implement, and oversee program and project operations from initiation through completion, including managing timelines, budgets, and resources to ensure successful delivery.

• Monitor program performance, outcomes, and key metrics, preparing reports for leadership and stakeholders to support decision-making and continuous improvement

• Ensure compliance with organizational standards, funding requirements, and regulatory guidelines.

• Coordinate with staff, partners, schools, and community organizations to expand program reach and participation.

• Recruit, onboard, train, support, recognize, and retain RSVP volunteers throughout Gallatin and Park Counties.

• Coordinate the volunteer intake process, including volunteer applications, eligibility verification, orientation, and required onboarding documentation.

• Match volunteers with meaningful service opportunities that align with community needs and program priorities.

• Develop and maintain relationships with volunteer stations, community partners, and local organizations.

• Establish and maintain Volunteer Station Memorandums of Understanding (MOUs) to ensure clear roles, expectations, and compliance with program requirements.

• Monitor volunteer participation and provide ongoing coaching and support to volunteers and volunteer stations.

• Coordinate volunteer recognition activities that promote engagement and long-term retention.

• Represent HRDC and RSVP through community outreach, recruitment events, presentations, and partner meetings

Job Duty 2: Program Compliance & Senior Medicare Patrol (SMP) Administration (10%)

• Ensure compliance with federal, state, and local regulations, as well as organizational policies, funding requirements, and grant/contract guidelines.

• Monitor program operations and conduct audits, reviews, and inspections to ensure adherence to compliance standards and identify gaps

• Maintain and track compliance-related documentation and data, including eligibility records and in-kind contributions, and prepare required regulatory reports.

• Collaborate with compliance staff and program teams to ensure consistent application of regulations and standards.

• Ensure compliance with AmeriCorps Seniors RSVP, Senior Medicare Patrol, and applicable federal, state, and HRDC policies and procedures.

• Maintain complete, accurate, and timely volunteer and program records.

• Collect, review, and maintain volunteer timesheets to ensure accurate reporting of volunteer service hours and compliance with AmeriCorps Seniors requirements.

• Prepare documentation for grant reporting, monitoring visits, audits, and annual program reviews.

• Coordinate SMP outreach and education activities that support Medicare fraud prevention and public awareness.

• Monitor program activities to resolve compliance concerns.

• Maintain confidentiality of Medicare-related information in accordance with applicable privacy requirements.

Job Duty 3: Outreach & Engagement 35%

• Community Partnerships and Volunteer Collaboration (10%)

  • Participate in HRDC's monthly Volunteer Coordinator Committee meetings.

  • Collaborate with volunteer coordinators across the organization to strengthen volunteer recruitment, onboarding, recognition, retention, and reporting practices.

  • Build and maintain collaborative relationships with community organizations, volunteer stations, services providers, and other partners to expand volunteer opportunities, improve coordination, and strengthen community engagement throughout Gallatin and Park Counties.

• Volunteer Engagement & Outreach (25%)

  • Coordinate the RSVP Handcrafters program, including volunteer communication, inventory coordination, sales support, and program logistics.

  • Coordinate RSVP Handcrafters' participation in the seasonal Bozeman Farmers' Market, including volunteer scheduling, booth operations, merchandise management, and seasonal Saturday on-site support.

  • Plan, coordinate, and participate in outreach events, community meetings, volunteer recruitment activities, presentations, and recognition events to increase awareness of RSVP, recruit volunteers, and strengthen community engagement.

Job Duty 4: SHIP Program Support (10%)

• Collect, enter, and manage program, client, and operational data across systems, ensuring accuracy, integrity, and consistency of records.

• Track program performance metrics, outputs, and outcomes, analyzing data to identify trends and support strategic decision-making.

• Prepare, generate, and submit reports for supervisors, leadership, funders, advisory boards, and regulatory agencies.

• Complete SHIP data entry accurately and within required timelines.

• Support SHIP staff by ensuring complete, accurate, and organized records.

Job Duty 5: Organizational Participation (5%)

• Attend all organizational team meetings

• Read the weekly news to stay informed

• Participate in trainings and wellness days when available

• Conduct respectful, professional, and effective conversations with customers and volunteers regarding behavioral expectations, program compliance, and HRDC property standards.

Required Experience:

• Demonstrated experience in one or more of the following areas

  • Coordinating volunteers, community-based programs, or nonprofit initiatives.

• Building and maintaining relationships with volunteers, community partners, and stakeholders

• Managing multiple priorities while maintaining accurate records and meeting deadlines.

• Working with databases, reporting systems, or grant-funded programs.

• Planning and coordinating meetings, events, outreach activities, or volunteer initiatives

• Providing excellent customer service

Required Skills & Knowledge: Working knowledge of:

• Volunteer management principles and best practices.

• Community resources and nonprofit organizations.

• Principles of customer service and relationship building.

• Recordkeeping, data management, and documentation practices.

• Basic project and program coordination principles.

• Microsoft Office applications and general office technology.

Required Education:

• High School Diploma

Confidentiality:

• This position requires regular handling of sensitive and confidential client and agency information. Unauthorized disclosure could harm client interests and the organization, and may also violate state and federal privacy laws. This position may have access to reports, records, and personnel files, and must exercise the highest level of discretion, judgment, and confidentiality at all times.

Preferred Experience:

• Knowledge of AmeriCorps Seniors RSVP, Senior Medicare Patrol (SMP), SHIP, aging services, or federally funded grant programs is preferred.

Preferred Skills & Knowledge:

• Build positive, collaborative relationships with volunteers, coworkers, customers, and community partners.

• Communicate effectively in writing, verbally, and through presentations.

• Organize work, prioritize competing responsibilities, and meet deadlines with minimal supervision.

• Analyze information, exercise sound judgment, and solve problems independently.

• Maintain accurate records while protecting confidential information.

• Coordinate multiple projects and activities simultaneously

• Learn and utilize databases, reporting systems, and new technology.

• Adapt to changing priorities while maintaining professionalism and quality.

• Work independently while contributing positively to a collaborative team environment.

Preferred Education:

• Bachelor's Degree or equivalent work/life experience

Bilingual Skillset:

• Fluent English speaking required - Spanish preferred

Language Skillset:

• Read and comprehend basic information and instructions. Present factual information to others. Ability to interpret government regulations, rules and procedures. Read, interpret & write routine reports and correspondence.

Software / Tools / Technologies:

• Experience with Google Workspace, cloud based filing and document sharing, scheduling and calendar tools, phone and messaging systems. Successful experience with program and budget management tools.

• Ability & willingness to learn new systems and technologies specific to this position.

Supervision of others:

• Lead worker or Working Supervisor who coordinates day to day work but reports problems to higher level supervisors. Two or more subordinate workers or volunteers who are all in the same or similar occupation.

Financial Responsibility:

• Handles cash and other negotiable documents on a daily basis. Creates receipts, deposits, petty cash slips or other records to document monies received or disbursed. Codes receipts or disbursements for use in an accounting system. May authorize routine payments for recurring expenses.

Travel:

• Frequent travel locally, plus occasional travel for training or conferences

Reasoning Ability:

• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Driver's License:

• Valid Driver’s License required

Physical, mental and emotional attributes: Required to perform this job, with or without reasonable accommodation.

• This role may interact with individuals experiencing crisis, and calls for emotional resilience, empathy, and the ability to remain calm, and obtain help as needed.

Working Conditions / Environmental Factors:

• The position involves either occasional (up to 25% of working time) physical exertion up to 20 lbs or regular driving, usually locally, to attend meetings or run errands. Standard safety practices or procedures mitigate risks of job-related injury or occupational disease.

Safety:

• The person in this position complies with HRDC safety policies, procedures & guidelines; participates in safety training & drills as required; Reports unsafe conditions, incidents or near misses immediately; takes proactive steps to ensure the work area is clean and safe at all times.

HRDC, Professional or Governmental Policies and Regulations:

• The person in this position must comply with State and Federal regulations and laws, Agency (HRDC) policies and procedures, and specialized professional or industry guidelines/standards.

Disclaimer: This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Assigned duties and responsibilities may be added, removed, or changed at any time as organizational needs evolve.