Schedule: Full-time, 11:00 AM–7:30 PM Status: Non-Exempt Reports to: Executive Director
Compensation: $27.75-$29.75 per hour, depending on experience
Location: 100% on-site/in person in Santa Clara, CA Benefits: Health benefits, paid time off, holidays, 401K, and other benefits in accordance with JW House policies
About JW House
JW House provides a place of comfort and support to families with loved ones receiving medical care in nearby hospitals. We offer lodging, meals, showers, and a welcoming environment so families can focus on what matters most: being there for each other.
Our work is rooted in compassion, dignity, and community. We are looking for someone who shares those values and enjoys being at the center of daily operations.
Position Summary
The Operations & Volunteer Coordinator plays a key role in keeping JW House running smoothly day to day. This position supports house operations, guest services, volunteer coordination, and event support—working closely with senior staff to ensure a welcoming, well-organized, and responsive environment for guests, volunteers, and visitors.
This is a hands-on, coordinator-level role ideal for someone who is organized, people-centered, calm under pressure, and motivated by service.
Key Responsibilities
House Operations & Guest Support
Support daily house operations to ensure smooth coverage and coordination across shifts.
Welcome families, answer phones, greet visitors, and provide basic information about JW House services.
Assist with scheduling, handoffs, and operational follow through to maintain continuity.
Respond to guest needs with empathy, professionalism, and consistency.
Help maintain a calm, welcoming, and respectful environment for families.
Identify issues early and escalate concerns appropriately.
Provide coverage for the Family Services Manager and/or House Manager when needed (e.g., guest check-ins/checkouts, documentation, payment processing, communication with hospital partners).
Perform administrative or operational tasks to support a clean, safe, and organized environment.
Volunteer Coordination & Support
Lead volunteer scheduling and ensure all House shifts are adequately covered.
Respond promptly to volunteer callouts and arrange same-day coverage when possible.
Conduct volunteer onboarding, orientation, and annual compliance and safety training requirements.
Maintain accurate volunteer records, including background checks, documentation, training logs, and shift data.
Provide day of supervision, guidance, and support to volunteers on shift.
Build positive relationships with volunteers to support engagement and retention.
Serve as a point of contact for volunteer questions or concerns, addressing issues in a professional and timely manner.
Step in to support volunteer duties when volunteer coverage is low.
Data Entry, Documentation & Compliance
Maintain up to date and accurate data related to volunteers, day guests, and operations.
Ensure compliance with JW House safety standards, documentation procedures, and volunteer training requirements.
Prepare forms, files, and reports as needed to support House operations.
Assist with audits, record-keeping, and adherence to established policies and procedures.
Events & Fundraising Support
Assist with planning and logistics for House and fundraising events (both off-site and on-site).
Support event setup, breakdown, check-in, and volunteer coordination.
Help ensure guests, donors, and volunteers feel welcomed and supported during events.
Support volunteer groups, including corporate volunteer groups, and serve as a secondary resource for the Dinner is Served program when the primary coordinator is unavailable or requires assistance.
Communication & Administrative Support
Communicate clearly and regularly with house leadership and teammates.
Maintain calendars, email communication, forms, and shared operational tools.
Maintain accurate records related to volunteers, events, and operations
Use basic tools such as email, calendars, and forms to stay organized
Follow established procedures and document key activities as needed
Document key activities, follow established procedures, and ensure smooth flow of information between weekday, evening, and weekend teams.
Provide general administrative and data entry support wherever needed within the House.