This document outlines the primary responsibilities and tasks for the Volunteer Coordinator role within the Youth Learning Designers Scholarship Program. This role is crucial for ensuring smooth communication and coordination between the program facilitator, participants (students), and Subject Matter Experts (SMEs).
1. Communication with Participants (Students)
The Volunteer Coordinator will serve as a primary point of contact for the youth participants, ensuring they feel supported and informed throughout the program.
- Onboarding Support:
- Send welcome emails to selected participants with program details, schedule, and initial instructions.
- Assist participants with any technical setup for Tally.so or video conferencing tools (e.g., ensuring they can access links, create accounts).
- Provide reminders for upcoming sessions and deadlines.
- Program Engagement:
- Check in regularly (e.g., weekly email or quick message) with participants to monitor their progress, address any minor questions, or identify if they are facing challenges.
- Relay any significant issues or concerns from participants to the Program Facilitator promptly.
- Foster a supportive and encouraging environment for the youth.
- Feedback & Logistics:
- Coordinate peer review sessions, ensuring participants know when and how to provide feedback.
- Assist in collecting and organizing feedback from the "course running" week (Week 5).
- Manage any minor logistical changes (e.g., session time adjustments, sharing updated links).
2. Communication & Coordination with Subject Matter Experts (SMEs)
The Volunteer Coordinator will facilitate the involvement of SMEs, ensuring their expertise is effectively leveraged to support the youth's learning design.
- SME Identification & Outreach (if applicable):
- Work with the Program Facilitator to identify potential SMEs based on the well-being themes.
- Draft and send initial outreach emails to potential SMEs, explaining the program and the nature of their requested involvement (e.g., brief consultation, content review).
- Scheduling & Logistics:
- Schedule brief consultation sessions between SMEs and participants (or the facilitator, if preferred) as needed.
- Provide SMEs with necessary background information about the program and the specific topics the youth are designing.
- Send reminders to SMEs for scheduled meetings.
- Resource Coordination:
- Collect any resources or brief insights provided by SMEs and ensure they are shared with the relevant participants or the facilitator.
- Thank SMEs for their contributions.
3. General Administrative Support
- Documentation: Maintain simple records of communications with participants and SMEs.
- Scheduling: Assist the Program Facilitator with overall program scheduling and calendar management.
- Problem Solving: Act as a first point of contact for non-technical queries from participants, escalating complex issues to the Program Facilitator.
- Program Promotion (Optional): Assist in sharing recruitment information for future cohorts, if the program continues.
Key Skills for Success:
- Excellent communication (written and verbal) and interpersonal skills.
- Strong organizational abilities and attention to detail.
- Empathy and a supportive attitude, especially when working with youth.
- Reliability and proactivity.
- Familiarity with online communication tools (email, video conferencing).
Weekly Checklist
Week | Key Tasks (Project Coordinator) | Focus Area | What went well? | Any challenges this week? | Anything to improve next week? |
Week 1: Orientation | Ensure all tech platforms (Zoom, Tally.so, Docs) are ready; confirm attendance lists; manage communication of schedules; shadow facilitator for process flow. | Program setup & logistics | |||
Week 2: Content Structuring | Monitor attendance & participation; distribute schedule reminders & resources (from Learning Coordinator); log technical issues for follow-up; prepare weekly operations update. | Tracking & reporting | |||
Week 3: Engagement & Peer Review | Schedule peer review sessions; ensure breakout rooms (if online) are set up; collect and file peer feedback (Learning Coordinator handles learning analysis); draft mid-program progress summary. | Session management | |||
Week 4: Refinement & Showcase Prep | Coordinate scheduling for showcase rehearsal; confirm participants have access to final feedback forms; compile course submission checklist (Learning Coordinator ensures quality). | Event preparation | |||
Week 5: Feedback & Showcase | Manage feedback collection logistics (set deadlines, remind participants); oversee showcase timing/order of presentations; draft a simple final program operations report. | Showcase & closure |