Program Coordinator, VITA

Job Title: Program Coordinator, VITA
Department: Community Impact
Reports To: Associate Director, VITA

Supervises: N/A
FLSA Status: Non-Exempt

Position type: Full-time, M–F, hybrid schedule (on-site support required during tax season)
Date: 5/1/2026

Position Summary:

The VITA Program Coordinator supports the United Way of Greater Nashville (UWGN) Volunteer Income Tax Assistance (VITA) program by assisting with operational, administrative, and volunteer-support tasks that help ensure successful delivery of free tax preparation services to low- and moderate-income households.

Working closely with the Associate Director, Community Outreach & Engagement Manager, and volunteers, the Program Coordinator helps ensure strong site readiness, efficient operations, high-quality volunteer support, and positive experiences for taxpayers. The role supports IRS compliance, logistics, data tracking, communications, outreach, and seasonal site operations—contributing to UWGN’s mission of improving financial stability for low- to moderate-income households.

Primary Duties & Responsibilities: 

Program Operations & Site Support

• Prepare, organize, and distribute VITA site supplies, equipment, forms, and marketing materials across Middle Tennessee.
• Support site logistics, including scheduling, confirmation calls, appointment coordination, and on-site operational needs.
• Assist with opening/closing procedures at assigned VITA sites and serve as on-site support during peak times.

·       Completes IRS certification annually at an advanced or higher level and remains current on all IRS requirements and certifications necessary to implement the VITA program.

• Provide customer service support by greeting clients, answering questions, supporting intake, and managing site flow.

Volunteer Coordination & Training Support

• Maintain accurate program records, including volunteer rosters, hours, and certification status (Forms 13615, 13206).
• Support volunteer communications (reminders, scheduling updates, certification guidance).
• Assist with planning and executing volunteer training, including materials preparation, attendance tracking, and logistical support.
• Support volunteer appreciation strategies, morale-building, and seasonal engagement activities.

Data, Reporting & Compliance

• Maintain organized program files, databases, documentation systems, and IRS-required compliance materials.
• Assist in compiling seasonal and postseason reporting for grants, audits, and program evaluation.
• Ensure all required documents are collected, stored, and monitored for accuracy and compliance with IRS and UWGN standards.

Administrative & Operational Support

• Support administrative tasks such as scanning, filing, preparing packets, processing materials, and inventory tracking.
• Provide support for VITA inbox communications, ensuring timely responses to volunteers, partners, and taxpayers.
• Assist with processing invoices, check requests, and supply orders as directed.

Outreach, Communications & Partnership Support

• Distribute marketing materials to community partners, libraries, and outreach sites.
• Support community engagement and outreach activities promoting VITA services and volunteer recruitment.
• Assist with special projects, drop-off clinics, community events, and off-season tax clinics as required.

Education:

Required: High School Diploma or GED/HiSET equivalent. Preferred: Coursework or experience in nonprofit administration, public service, accounting, business, or related fields.

Ability to obtain IRS VITA volunteer certifications (Intake/Quality Review & Standards of Conduct minimum; higher levels encouraged). Training provided.

Qualifications:

• Experience
• • Experience in community outreach, public engagement, tabling events, or customer service.
  • Experience with nonprofit, community development, or human services programs preferred.
  • Familiarity with VITA or tax preparation programs is a plus (no certification required).

·       Knowledge:

• • Basic understanding of VITA operations, IRS guidelines, and quality review standards.
  • Knowledge of financial challenges experienced by low  to moderate income households.
• Skills
• • Strong verbal communication and comfort speaking with community members.
  • Ability to build rapport with individuals from varied economic, racial, ethnic, and cultural backgrounds.
  • Ability to work independently in the field.
  • Reliable transportation to travel throughout Middle Tennessee during tax season.
  • Basic knowledge of Microsoft Office products, especially Outlook, Word, and Excel.

• Miscellaneous:

o   Valid Driver’s License and Proof of Insurance

Physical Demands: Visual acuity, manual dexterity, hearing, driving, standing, walking, sitting, stooping, bending, lifting, and carrying 10 pounds.  Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties. 

Working Conditions: 

·       Full time (minimum 37.5 hours/week). Some evenings/weekends required during tax season.

·       Frequent interaction with UWGN staff, volunteers, nonprofit partners, and the public.

·       Indoor office environment with occasional field-based responsibilities at VITA sites or community events.

·       Occasional use of personal vehicle (mileage will be reimbursed) 

·       The employee is required to stand, walk, climb, and balance.

·       Manual dexterity sufficient to reach/handle items and work with the fingers and perform repetitive hand/wrist motions. 

·       Well-lighted, heated, and/or air-conditioned indoor office setting with adequate ventilation.

·       Employee is required to travel up to 20% of the time

Disclaimer:

This position description is not intended to be all-inclusive.  An employee will also perform other reasonably related business duties as assigned by immediate supervisor or volunteer leadership as required. This position description does not constitute a written or implied contract of employment. United Way of Greater Nashville reserves the right to revise or change the description and specifications as the need arises.  

United Way of Greater Nashville is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.