Program Manager (Volunteer and Material Assistance)

Job Description

Last Updated: January 24, 2025
Reports to: Executive Director FLSA: Non-Exempt
Direct Reports: Volunteers Schedule: Full-Time (32 hours per week)

Receives Work Direction From: Executive Director, Board of Directors
Provides Work Direction To: Volunteers

Job Purpose

The Volunteer and Material Assistance Program Manager supports the mission of Guiding Star Wakota by managing a robust volunteer program and overseeing material assistance operations. This role involves recruiting, training, and supervising volunteers while ensuring smooth operations of material assistance programs. The position plays a key role in empowering women and families, fostering compassion, and promoting professionalism within the organization.

General Responsibilities

Guiding Star Wakota is a Catholic, faith-based organization, and all employees are expected to uphold and reflect its mission and values in both their professional and personal conduct. Employees must align their public behavior with the teachings, morals, and laws of the Catholic Church to preserve the integrity of the organization and avoid causing scandal or embarrassment.

As a condition of employment, all staff are required to respect and adhere to Catholic doctrine and practices. Employment at Guiding Star Wakota signifies a commitment to the organization's core values of compassion, collaboration, and professionalism. Employees are entrusted with advancing the organization's pro-life, faith-based mission by addressing the wholistic needs of clients-physical, emotional, spiritual, and social-with dignity and care.

Key Responsibilities

Volunteer Coordination and Management
• Collaborate with the Director of Client Services and Executive Director to align volunteer needs with organizational goals.
• Actively engage local parishes and community groups to recruit volunteers and encourage donations.
• Develop training programs and assign roles based on organizational needs.
• Supervise volunteers, maintaining clear communication through scheduling and messaging platforms.
• Review volunteer applications, conduct onboarding, and ensure completion of background checks.

Material Assistance Management
• Oversee operations at the KMAC facility, including donation drop-offs, sorting, and inventory management.
• Ensure the Client Boutique is fully stocked, clean, and orderly.
• Develop and enforce guidelines for acceptable donations.
• Track and order supplies, including diapers and wipes, maintain inventory levels.
• Monitor baby equipment for recalls and safety compliance.

Team Collaboration
• Communicate regularly with the Director of Client Services and Executive Director.
• Participate in policy and procedure evaluations, as well as client services management.
• Support fundraising and marketing initiatives as directed.
• Establish relationships with social service agencies and pro-life organizations.
• Maintain respectful and collaborative relationships with staff, volunteers, donors, and board members.

Confidentiality and Compliance
• Uphold strict confidentiality in all matters, except where disclosure is required by law.
• Adhere to the Wakota Employee Handbook, policies, and relevant regulations.
• Ensure compliance with affiliate policies, including those of Elevate Life and the Guiding Star Project.

---------------------------------------------------------------------------------------------------------------------------------------------------
EMPLOYEE: I have reviewed this job description and agree it is an accurate representation of the responsibilities of my job. I understand that as an organization's needs change, my job description will change.
Signature of Employee:______________________________ Date:___________________

EMPLOYER: I have reviewed this job description and agree that it is an accurate representation of the responsibilities performed in this job.

Signature of Employer:_______________________________ Date:___________________
Title: __________________________



Required Qualifications
• Education and Experience
• High school diploma required; Bachelor's degree or equivalent experience preferred.
• Prior experience in a pregnancy help center is an advantage.

Skills and Abilities
• Strong organizational, interpersonal, and communication skills.
• Proficiency with basic computer skills and software applications.
• Outgoing, well-organized, and capable of managing multiple tasks.
• Ability to lead and train volunteers effectively.

Additional Requirements
• Commitment to Guiding Star Wakota's values and pro-life mission.
• Successful completion of a background check.

Physical and Mental Demands
• Ability to work a standard schedule of 32 hours per week.
• Capacity to perform tasks requiring physical activity, such as lifting and carrying up to 25 pounds.
• Maintain composure in a fast-paced, multitasking environment.

Performance Expectations
• Operate within organizational policies and procedures.
• Participate in staff meetings and professional development opportunities.
• Contribute positively to the organization's mission and values.

Starting Range of Position
$38,000 to $41,600 annually, based on experience and qualifications.

About the Employer

Guiding Star Wakota's mission is to provide any woman, any mother, any family with compassionate, life-affirming care and support. Our vision is to constantly work toward a society where every woman has hope, every child is a gift, and every family values life.