Volunteer Facilitator and Participant Administration Assistant

Volunteer Facilitator and Participant Administration Assistant

Organization: Bros Before Lows Foundation

Location: Remote within Canada

Position Type: Volunteer

Time Commitment: Approximately 1–3 hours per week

Reports To: Administrative leadership and the Lead Facilitator Coordinator

Position Overview

Bros Before Lows Foundation is looking for an organized and compassionate volunteer to help with the administrative side of our facilitator onboarding and peer support group intake processes.

The volunteer will complete straightforward tasks such as updating records, checking whether forms are complete, sending approved emails, and helping coordinate training and shadow sessions.

Clear instructions, templates, and training will be provided. Program leaders will make all decisions about applicant suitability, participant safety, and crisis concerns.

Because some forms contain personal and health-related information, the volunteer must be comfortable handling confidential information carefully.

Responsibilities

Facilitator Onboarding Support

• Follow the steps in the Tech Auto Facilitator Onboarding Process.
• Help organize upcoming facilitator training sessions.
• Check that facilitator applications and onboarding forms are complete.
• Send approved email templates and reminders.
• Track training certificates and completed onboarding requirements.
• Review Space Holding Agreements submissions for missing information.
• Help coordinate shadow sessions for new facilitators.
• Add approved trainees to the appropriate Google Calendar meetings.
• Keep facilitator onboarding records organized and up to date.
• Notify the appropriate team member if an automated email or process does not appear to be working.

Peer Support Group Intake Support

• Check participant intake forms for missing administrative information.
• Update participant registration and meeting-assignment records.
• Help keep group registration and attendance information organized.
• Refer questions or concerning responses to the appropriate program leader.
• Follow the established process without being expected to interpret health information or make decisions about participant safety.

General Administrative Support

• Monitor the administrative inbox during scheduled volunteer hours.
• Organize documents and update approved spreadsheets.
• Help maintain the organizational calendar.
• Keep brief notes about completed tasks and necessary follow-ups.
• Ask for support whenever an issue falls outside the written procedure.

What is NOT expected of the volunteer

The volunteer will NOT be expected to:

• Decide whether a facilitator applicant should be approved.
• Decide whether a participant can attend a peer support group.
• Assess someone’s mental health or level of risk.
• Provide counselling or crisis support.
• Create or change program policies.
• Design technical automations.
• Troubleshoot complex technology problems.
• Handle a sensitive situation without support.
• Be available outside their agreed volunteer hours.

Questions involving safety, mental health, eligibility, privacy, or unusual circumstances will be passed to an authorized program leader.

Privacy and Confidentiality

Some facilitator and participant records contain sensitive personal or health-related information. The volunteer will receive instructions on how to handle this information safely.

The volunteer will be expected to:

• Use only authorized organizational accounts and systems.
• Access only the information needed for an assigned task.
• Keep participant and facilitator information private.
• Avoid saving organizational records to personal accounts or devices.
• Let administrative leadership know immediately if information is accidentally sent to the wrong person or accessed by someone who should not have it.

Qualifications

We are looking for someone who:

• Is organized, dependable, and attentive to detail.
• Communicates clearly and respectfully.
• Is comfortable following written instructions and checklists.
• Can handle private information with care.
• Has basic experience with Gmail, Google Docs, Google Sheets, Google Drive, and Google Calendar.
• Is willing to learn the foundation’s onboarding and intake procedures.
• Feels comfortable asking questions when something is unclear.

Administrative, volunteer-coordination, intake, nonprofit, or health-related experience is helpful but not required.

Training and Support

The volunteer will receive:

• A step-by-step onboarding process.
• Email templates and task checklists.
• Training on the relevant forms, spreadsheets, calendars, and folders.
• Privacy and confidentiality guidance.
• Support from administrative leadership and the Lead Facilitator Coordinator.
• Clear direction about when a question should be passed to someone else.

What We Offer

• Flexible remote volunteer hours.
• Practical experience in nonprofit and program administration.
• Experience supporting volunteer onboarding and community programming.
• Training in Google Workspace and secure information handling.
• The opportunity to support an organization working to reduce isolation among men.
• A reference after a successful and sustained volunteer commitment.

How to Apply

Please submit:

• Your résumé.
• A short explanation of why you are interested.
• Any relevant administrative, volunteer, nonprofit, or intake experience.
• Your general weekly availability.

Applicants do not need to be mental-health professionals.