We’re hiring – PHENND Fellows VISTA Program Operations Coordinator

Posted by PHENND on September 22, 2026

PHENND is hiring! We are looking for an Operations Coordinator for our PHENND Fellows VISTA Program.

Job Duties:

• VISTA Recruitment – lead recruitment effort, with the support Program Manager, to engage a full cohort of 29-34 VISTAs for the upcoming program year. This includes reviewing applications, communicating with candidates throughout the recruitment process, conducting or coordinating initial phone interviews, providing technical assistance to candidates, keeping record of candidate status, and sending follow-up correspondence and retention communications to keep candidates appraised of their status as well as ensuring they complete required tasks to become part of our program if accepted. Maintain the Recruitment Tracker spreadsheet and Dashboard and train part-time staff in the usage of Recruitment Tracker and Dashboard. Create agendas and convene weekly recruitment team meetings. Additionally, they may participate in promoting the program to potential candidates through social media and recruitment fairs.
• Data collection and progress monitoring — oversee VISTA monthly reporting process; track and download submissions of monthly reports; follow-up with VISTAs who have not submitted reports; assist Program Manager with reporting to AmeriCorps with quantitative data for bi-annual reports. Track attendance at all trainings and events; administer absence reports and follow up with VISTAs for record keeping. Compile and analyze data for reporting purposes (e.g., PHENND Annual Report, Progress Reports)
• VISTA Training and Professional Development – Play a supporting role in the orientation and training of current VISTA members. In collaboration with VISTA Program Manager, design overall schedule, support implementation, especially through assuming responsibility for all training logistics (room reservations, catering, video conferencing). Under the guidance of VISTA Program Manager create or improve specific lesson plans for training and workshops as needed, including soliciting feedback from VISTAs. Lead the planning and organizing of annual Life After VISTA/AmeriCorps professional development conference. Develop any other sessions per interest and expertise.
• Systems Development/Maintenance – Organize institutional processes and documentation such as creating orientation and training calendars, creating manuals for VISTA process such as recruitment and orientation and check-ins, designing or improving templates for documentation and soliciting feedback, and maintaining electronic files for VISTA program.
• Financial/Personnel – support agency director with VISTA Payroll process by serving as a payroll administrator. Handle bi-weekly tracking of reimbursements to VISTAs and/or purchasing of SEPTA Keys, grocery subsidies, and other small one-time purchases such as workshop registrations, and food orders for monthly trainings. Track VISTA attendance at all trainings and events as well as personal/sick leave. Additionally, play primary role in collecting and maintaining personnel files (clearances) and other paperwork required for school-based VISTAs. Create P.O.s in Ben Financials for VISTA supplies and food for trainings and events. Execute yearly MOU process with sites and quarterly invoicing .
• Site Support – Support sites with development of job descriptions, VISTA Assignment Descriptions (including entry of relevant information into eGrants); Communicate regularly with sites during recruitment season; Assist Program Manager with New Site Orientation and the VISTA/Supervisor Orientation session and Mid-year reflection workshop. Participate in the selection process for all VISTA host sites (reviewing applications, communicating with applicants, providing feedback to applicants).
• Supervision-Part-time Recruitment Coordinator and MSW Intern if they hold a MSW degree.

Learn more and apply here.

Expected salary is high $50K to mid $60K depending on experience and qualifications.