International Programs and Volunteer Coordinator

Job DetailsJob Location: Association Office - Estes Park, CO 80511Position Type: Year-Round JobsSalary Range: $21.49 - $25.52 HourlyJob Category: Human ResourcesPOSITION SUMMARY: 
The International Programs and Volunteer Coordinator has two main areas of responsibility: coordinating the daily work of International Programs and recruiting volunteers in partnership with hiring managers.
For International Programs, the Coordinator supports Exchange Visitors throughout their programs. This includes recruitment, pre-arrival preparation, arrival, onboarding, orientation, cultural activities, ongoing support, and departure. The Coordinator helps participants have a positive experience and supports the International Programs Manager in meeting program goals and visa sponsor requirements.

 For volunteer recruitment, the Coordinator finds candidates, screens applicants, and works with hiring managers to place volunteers based on their skills, interests, availability, and department needs. The Coordinator also helps selected volunteers complete the first steps needed to begin. After placement, the receiving location or department is responsible for the volunteer’s experience and supervision.

 This role works with Exchange Visitors, volunteer applicants, managers, visa sponsors, recruiters, community groups, and internal teams. The Coordinator keeps accurate records, shares information on time, and provides excellent customer service.

 OUR MISSION AND CULTURE: 
We firmly believe in our mission of putting Christian principles into practice through programs, staff, and facilities in an environment that builds healthy spirit, mind, and body for all. YMCA of the Rockies staff are key players in helping cultivate an environment of healthy living, youth development, and community impact on our breathtaking properties outside Rocky Mountain National Park. This is a place where nature inspires, and staff lead with heart. We are committed to being welcoming to all people and to making a difference in the lives of our members, guests, and staff. The work each staff member does matters. We count on our staff to provide extraordinary mission-based experiences for our guests and for each other.

ESSENTIAL FUNCTIONS:

Serve as the main contact for Exchange Visitors at Snow Mountain Ranch. Answer questions, help resolve concerns, and refer sensitive matters or possible program violations to the International Programs Manager.
Support Exchange Visitor recruitment and pre-arrival preparation, including communication, required documents, and onboarding materials.
Coordinate arrivals, transportation, housing communication, onboarding, orientation, and departures.
Coordinate Social Security appointments, transportation, application tracking, card distribution, and related HRIS updates.
Coordinate payroll card distribution, identity verification, card activation, and direct deposit support for Exchange Visitors. Keep related payroll records accurate.
Share program updates with Exchange Visitors, visa sponsors, recruiters, managers, community partners, and internal departments. Updates may include participant status, arrivals, departures, activities, and other important information.
Keep accurate Exchange Visitor and International Programs records in HRIS and program management systems.
Coordinate cultural exchange activities, educational programs, multicultural events, and community service opportunities. Keep required participation records.
Meet monthly with Interns and Trainees to review their progress, training plans, cultural activities, goals, questions, and concerns.
Guide managers on Exchange Visitor onboarding, documents, program expectations, and approved training or work plans.
Follow the International Programs Manager’s direction on program priorities, requirements, and visa sponsor matters.
Support International Programs at Snow Mountain Ranch and help with Association-wide International Programs projects as directed by the International Programs Manager.
Follow the Talent Acquisition Manager’s direction on volunteer recruitment priorities, processes, outreach, and placement needs. Keep the International Programs Manager informed about workload, scheduling, and issues that affect the overall position. 
Coordinate the full volunteer recruitment cycle, including outreach, application review, screening, interviews when needed, selection, placement, pre-arrival steps, and hiring records. 
Recruit volunteers through community outreach, partnerships, events, online platforms, and other recruitment sources. 
Work with hiring managers to match applicants with roles based on their skills, interests, availability, and department needs. 
Communicate with applicants and hiring managers throughout the recruitment and placement process. Provide regular updates and follow up on missing information or required steps. 
Coordinate required pre-arrival and hiring steps for selected volunteers, including background checks, service descriptions, required documents, and other onboarding materials. 
Complete and submit Personnel Action Forms for returning volunteers and coordinate any additional steps needed to process their return. 
Maintain accurate recruitment records, including applications, candidate status, interview and contact history, placements, Personnel Action Forms, and required documents. 
Provide the receiving location or department with the information needed for the volunteer’s arrival and placement. After placement, the receiving location or department is responsible for the volunteer’s experience and supervision.
Drive YMCA vehicles as needed to complete assigned job duties.
Provide administrative support for International Programs and volunteer recruitment. Respond to questions and help with department projects.
Support Association-wide volunteer recruitment and Talent Acquisition projects as directed by the Talent Acquisition Manager.

REQUIREMENTS/QUALIFICATIONS:

Experience in a related area is preferred.
Strong communication, organization, customer service, and time-management skills.
Ability to work professionally with people from different backgrounds.
Ability to learn and use standard workplace technology and systems.
Ability to work independently and as part of a team.
Ability to use good judgment, solve problems, and protect private information.
A valid U.S. driver’s license and an acceptable driving record.
Ability to work a flexible schedule when needed.

GENERAL YMCA OF THE ROCKIES REQUIREMENTS:

Uphold and reflect the YMCA core values of Caring, Honesty, Respect, Responsibility, and Faith in all functions.
Uphold the YMCA of the Rockies Mission, policies, and programs.
Provide excellent customer service by being friendly, helpful, patient, respectful, and professional.
Support the YMCA of the Rockies safety program. Promote safe work practices and a safe environment for guests, members, and staff.
Promote a cooperative, positive, and flexible atmosphere while working with others in a diverse community.
Attend required abuse prevention and risk management training and report suspicious or inappropriate behaviors and policy violations.
Commitment to diversity, equity, inclusion, and antiracism is required.
Help meet the organization’s environmental goals by communicating and working with sustainability leaders.
Must meet acceptable criminal background check standards.
All other duties as assigned.

WORK ENVIRONMENT & PHYSICAL DEMANDS:
Team members must be able to meet the physical demands needed to complete the main duties of this position.

This position works mainly in an office and often interacts with staff, guests, and program participants.

Remain seated or standing for long periods while working at a desk or using a computer.
Move often between buildings and work areas for meetings, orientations, appointments, and events.
Enter and exit vehicles and travel to other YMCA locations or community sites as needed.
Occasionally lift, carry, or move materials weighing up to 25 pounds.
Help with indoor and outdoor programs, orientations, recruitment activities, and events as needed.
Work in a setting where noise is usually moderate but may increase during group activities and events.
Communicate clearly in person, by phone, and through workplace technology.

Note: Employees are held accountable for all duties of this job.
This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

ADDITIONAL INFORMATION:
YMCA of the Rockies is accredited by Praesidium. Our hiring process follows Praesidium’s goals and other accreditation standards. To learn more, visit https://www.praesidiuminc.com/.
COMPENSATION PACKAGE & EMPLOYEE PERKS:
Health, dental, and life insurance
Generous PTO/Vacation
Participation in YMCA Retirement Fund (an additional 12% contribution by YMCA after 2 years employment)
Employer owned rental housing may be available nearby - Contact Human Resources for more information
YMCA of the Rockies membership
Discounted childcare, summer day camp, and summer overnight camp
Discounted nights at YMCA of the Rockies lodges for friends & family
Ski and golf passes to nearby resorts & courses
Free or discounted gear rentals for outdoor adventures
View all YMCA of the Rockies employee perks by visiting here.