Administrative Systems & Volunteer Tracking Support

Phoebe’s Safe Haven is a growing 501(c)(3) nonprofit working to create safe, accessible housing and support services for women with disabilities who are survivors of domestic violence.

As our volunteer team has expanded, we need short-term administrative support to strengthen the systems we use to track volunteers, organize meeting information, and maintain accurate administrative records.

This project is intentionally focused and does not involve managing all administrative functions of the organization. The volunteer consultant will primarily help us improve our existing volunteer tracking and meeting-documentation processes.

We currently have a volunteer tracker, meeting agenda templates, shared folders, and organizational workflows in development. We need someone who can help ensure these systems remain organized, current, and easy for the Founder and other team members to use.

By the end of the project, the volunteer consultant will:

Review and organize the existing volunteer tracker.
Update volunteer status information provided by the Founder.
Ensure consistent categories, status labels, and formatting are used throughout the tracker.
Help maintain a separate section for active volunteers, prospective volunteers, and individuals who have withdrawn or declined.
Review the existing meeting agenda and meeting-notes templates for consistency.
Create a simple process for organizing completed meeting agendas and notes.
Develop a brief written administrative workflow explaining how volunteer information and meeting documentation should be updated going forward.
Provide recommendations for keeping these systems manageable as the organization grows.

Success Would Look Like

At the completion of the project, Phoebe’s Safe Haven will have:

An accurate and organized volunteer tracker.
Consistent volunteer status categories.
A clear system for maintaining meeting agendas and notes.
An easy-to-follow administrative workflow that future volunteers or staff can continue using.
Less administrative time required from the Founder to locate and organize routine information.

Ideal Volunteer Skills

We are looking for someone with experience in:

Administrative support
Google Sheets or Excel
Document and file organization
Volunteer or contact tracking
Meeting documentation
Creating simple administrative procedures

Experience working with nonprofits is helpful but not required.

Estimated Commitment

Approximately 3–5 hours per week for 4–6 weeks.

The consultant will work directly with the Founder and Board Chair of Phoebe’s Safe Haven. Meetings can be held through Google Meet, with most project communication handled by email and shared documents.

Organization Mission

Our mission is to provide safe, accessible, and trauma-informed housing for disabled women who are survivors of domestic violence. We believe that every woman deserves a place where she can heal, be seen, and be supported — regardless of physical ability. Through advocacy, shelter, and support services, we are building a future where no woman has to choose between safety and accessibility. We exist to break cycles, restore dignity, and create lasting change.