Tier 1: Micro-Volunteers (1–3 hrs/week, 2–4 weeks)
Tier 2: Project Volunteers (3–5 hrs/week, 1–3 months)
Tier 3: Core Volunteers (5+ hrs/week, 3+ months)
| Tier | Description | Ideal Duration | Weekly Hours |
|---|---|---|---|
| Tier 1: Micro-Volunteers | Task-focused, short-term | 2–4 weeks | 1–3 hrs |
| Tier 2: Project Volunteers | Contribute to a full initiative | 1–3 months | 3–5 hrs |
| Tier 3: Core Volunteers | Ongoing programs or leadership | 3+ months | 5+ hrs |
| Team | Tier 1 Tasks | Tier 2 Projects | Tier 3 Responsibilities |
|---|---|---|---|
| Agile Coach Trainers | • Assist with a training session, | ||
| • Shadow an Agile ceremony and take observation notes, | |||
| • Share Agile resources in Discord for team reference, | |||
| • Contribute to working agreement templates or team kickoff tools, | |||
| • Share articles or videos that reinforce growth mindset concepts, | |||
| • Model feedback and reflection during standups or Discord threads, | |||
| • Fill out a post-sprint coaching reflection (Google Form or Notion), | |||
| • Contribute 1–2 observations in a shared Discord thread | Lead agile workshops, provide feedback, Facilitate 2–3 Agile ceremonies (e.g., standups, retros), Coach 1 team on Agile practices during a training cycle, Provide async feedback on sprint boards or team process, Guide a team through setting working agreements and sprint goals, Help identify blockers and mediate team misalignments, Collaborate on a 30–60 min workshop about Agile + leadership, Facilitate a retrospective emphasizing adaptive mindset, Complete a feedback form after a project cycle, Join a cohort debrief and share coaching insights | Develop curriculum, mentor other trainers, Serve as embedded coach across multiple teams, Design and lead Agile onboarding for new facilitators, Coach team leads on agile facilitation and leadership styles, Develop a system to track team health and alignment across cohorts, Coach facilitators in conflict resolution and retrospective effectiveness, Co-design a training series with program leads (e.g., Agile for Social Impact), Mentor junior coaches in creating inclusive learning environments, Write coaching summaries for multiple teams, Help synthesize feedback into program improvement recommendations | |
| Project Trainers | Host intro sessions, review one portfolio, Attend 1–2 team meetings to offer targeted feedback, Host a 30-min AMA or “office hours” on your area of expertise, Provide async input on tools or methods (e.g., Notion templates, project briefs), Review and comment on a single deliverable (e.g., usability test plan, feature backlog), Leave comments or Loom feedback on 1–2 documents, Host a short session on a tool or method (e.g., Figma tips, Jira setup), Join a one-time trainer sync call or Discord discussion, Suggest one improvement for project coordination | Run onboarding for new apprentices, Mentor 1 team through a project sprint or milestone, Review deliverables (e.g., wireframes, roadmaps, architecture plans) and provide async or live feedback, Join weekly check-ins to assess team dynamics and progress, Help team troubleshoot client-related or scope challenges, Lead a retro or stakeholder check-in to demonstrate facilitation, Offer mentorship on presenting to clients or managing feedback, Provide weekly feedback to apprentices, Coach team through retrospectives and process improvements, Attend biweekly trainer meetings, Document process gaps and suggest iterations | Oversee trainer network, improve standards, Serve as primary trainer across multiple sprints, Lead skill-building sessions or asynchronous training modules, Coach apprentice leads in UX/PM/Product thinking, Co-create best practices guide for apprentices (collaboration, scope management), Mentor multiple teams concurrently and spot patterns or risks early, Help design a leadership curriculum (async or live), Coach apprentice team leads on stakeholder engagement and decision-making, Facilitate mid-cycle and end-of-cycle skill reviews, Develop reusable resources (e.g., checklists, critique guides, reflection tools), Help onboard and mentor new Project Trainers, Co-lead initiatives to improve the trainer program and resource library |
| Volunteer Coordinator | Respond to volunteer interest forms, Welcome 1–2 new volunteers via Discord DM or message, Help update contact info or role assignments in Airtable, Share volunteer openings in 2–3 places (e.g., Discord servers, social posts), Assist in drafting one role description or opportunity post, Send reminder messages or weekly check-ins in Discord, Review and suggest updates to onboarding docs or FAQ, Post a volunteer shoutout in Discord or on social, Invite volunteers to a casual social hour or game night | Match volunteers to roles, support onboarding, Match 5–10 new volunteers to roles during a cycle, Organize the volunteer roster for a project team or cohort, Be the point of contact for a group of volunteers (e.g., facilitators), Coordinate a recruitment push for a new cohort, Work with program staff to audit volunteer needs and update role blurbs, Coordinate or co-host a live orientation call, Ensure volunteers are looped in on program updates or schedules, Plan and host a quarterly appreciation event (e.g., trivia night, speaker series), Gather feedback and share highlights | Track engagement, improve volunteer lifecycle, Own the volunteer onboarding flow and role assignment process, Maintain centralized volunteer directory across cohorts, Design improvements to the volunteer lifecycle or support model, Build or manage a small team of outreach helpers, Represent Tech Fleet at a virtual info session or partner eventMaintain and improve onboarding documentation, Create communication templates or automation flows to streamline messaging, Design an inclusive recognition system (badges, spotlights, Discord roles), Lead a peer nomination process for volunteer shoutouts or awards |
| Program Coordinator (Outreach) | Create a contact list, research orgs, Research and list relevant community organizations or schools to connect with, Draft or update a standard outreach message or email template, Post about opportunities on a few forums, job boards, or Discord communities, Attend an info session and take notes or monitor the chat, Help update a partner contact list or outreach tracker, Send reminder messages for upcoming outreach events or application deadlines, Curate a list of aligned social impact communities or programs to contact | Coordinate 1–2 outreach events, Coordinate communication with 3–5 outreach partners or orgs, Plan and co-host a virtual info session, Q&A, or recruitment event, Draft or revise role descriptions and help distribute them, Collaborate with other coordinators to identify outreach needs for specific cohorts, Create or update public-facing materials (one-pagers, slide decks, etc.), Track outreach activity and responses in Airtable or Notion, Support DEI-aligned outreach campaigns to reach underrepresented audiences | Manage outreach strategy and partnerships, Design and lead the overall outreach strategy for cohorts or initiatives, Build and manage an outreach calendar aligned with program needs, Establish and nurture ongoing partnerships with community orgs, schools, or networks, Create scalable systems for outreach (automated messaging, Airtable workflows, CRM-lite tracking), Mentor Tier 1 & 2 outreach volunteers and coordinate delegation, Analyze outreach effectiveness and suggest improvements (audience reach, diversity, engagement), Represent Tech Fleet at external virtual or in-person events as a consistent ambassador |
| Community Inclusion Coordinator | Provide accessibility feedback, Welcome new volunteers in Discord, especially those from underrepresented groups, Review a slide deck or event doc and flag accessibility or representation gaps, Post inclusive language resources or conversation starters in community channels, Suggest improvements to onboarding docs from a community-first perspective, Participate in a feedback session or share personal experiences on inclusion and belonging, Help host a casual support space, check-in thread, or social drop-in | Assist in developing inclusive content, Co-create a set of inclusive onboarding practices or team norms, Facilitate or support team-building sessions, identity-based groups, or reflection circles, Draft or review communications for inclusive language and tone, Help run or analyze a community belonging survey, Collaborate on a list of inclusion/accessibility improvements for meetings and events, Track and report community engagement patterns or areas for support (anonymized if needed), Document inclusive rituals or team practices (e.g., opening check-ins, land acknowledgments) | Develop DEI initiatives, run affinity groups, Develop and iterate Tech Fleet’s inclusion strategy in collaboration with staff and leads, Serve as a go-to advisor on DEIB practices across projects and programsLead restorative or community care initiatives (e.g., peer support, conflict navigation), Create a recurring feedback loop (e.g., seasonal inclusion surveys, check-in circles), Mentor other volunteers interested in DEIB or facilitation roles, Design an inclusion toolkit or resource library for volunteers and facilitators, Lead or co-lead training sessions on inclusive communication or team culture, Stay up-to-date on emerging DEIB practices and share insights with the team |
| Program Coord. (Career Dev.) | Help organize a resume review event, Set up Google Meet links, Google Calendar invites, or digital folders for events, Post reminders in Discord or update a shared calendar, Maintain or format resource documents (guides, FAQs, onboarding checklists), Respond to basic questions from participants and direct them to relevant resources, Proofread workshop slides or announcements for clarity and tone, Take meeting notes and upload summaries to a shared drive, Help gather feedback from participants using a Google Form or Notion template | Coordinate mentorship matches, Track participant progress and attendance throughout a full cycle, Maintain up-to-date materials across Google Drive, Notion, or AirtableHelp onboard a cohort of new volunteers or trainees, Coordinate with trainers and agile coaches to align on upcoming events, Prepare or co-host a live event (e.g., resume review, mentorship kick-off, workshop), Organize feedback responses and summarize themes for program improvement, Maintain cohort-specific digital spaces (Discord channels, project folders) | Lead career programming strategy, Lead planning and scheduling for all career and community dev program events, Create and manage a full-cycle timeline for the program, Serve as a primary point of contact across multiple cohorts or teams, Build or refine onboarding flows and training materials for different roles, Coordinate cross-functional alignment with other program leads and staff, Draft or review communications and announcements to ensure values-aligned tone, Create reporting templates and maintain documentation for program outcomes, Analyze participant engagement data and recommend improvements to the program experience, Mentor junior coordinators or onboarding specialists |
| Operations Coordinator | Help update documentation, Update shared folders or file names in Google Drive for clarity and consistency, Enter or clean up data in Airtable, Take notes during a meeting and post follow-up actions in Discord, Help tag documents or organize project boards, Send reminders or calendar invites for meetings or key deadlines, Review onboarding docs and flag any missing or outdated information | Streamline one workflow, Maintain and troubleshoot systems like Airtable, or Notion used across teams, Help manage shared calendars, agendas, and recurring workflows, Document or revise a process, Track cohort deliverables or internal milestones and notify leads if anything falls behind, Support onboarding of new volunteers with tool access, checklists, and intro materials, Coordinate cross-team syncs (schedule, prep agenda, follow-up notes) | Maintain ops systems, improve efficiency, Oversee Tech Fleet’s operational systems and workflows across teams, Design and manage reusable templates for meetings, retrospectives, or team dashboards, Build automation or integrations to reduce manual work, Lead internal reporting efforts (e.g., volunteer engagement, participation trends), Support program alignment by maintaining shared roadmaps and progress tracking tools, Recommend and implement equitable process improvements, Serve as the go-to operations partner for team leads and program coordinators |
| UX Researcher | Help transcribe or tag interview data, Assist in distributing and collecting survey responses, Review usability of a specific page or feature and share feedback, Participate in a co-analysis session to identify pain points or themes, Test a prototype and report on usability or accessibility issues, Summarize key quotes or insights from one research session | Plan and conduct user interviews or usability tests for a specific product or service, Analyze survey results and organize insights into a short report, Create light journey maps or personas based on cohort feedback, Collaborate with program leads to iterate on onboarding flows or resource delivery, Contribute to the planning of a research sprint to explore new ideas or validate assumptions, Identify usability and accessibility issues across platforms and propose improvements | Lead research efforts, guide priorities, Design and lead longitudinal research across cohorts, programs, or digital experiences, Build reusable research ops infrastructure (templates, protocols, storage systems), Create stakeholder-ready insights decks to inform strategy, Serve as research lead on cross-functional teams (e.g., onboarding, CX, platform), Train and mentor new researchers or research-curious volunteers, Collaborate with other volunteers to align research with roadmap decisions, Present findings in retrospectives and facilitate evidence-based decision-making |
| Customer Experience Strategist | Review onboarding/off-boarding flow for feedback, Participate in a feedback audit: read and tag user comments for themes, Annotate one user journey with friction points or emotional drivers, Help update CX documentation or presentation slides, Suggest improvements to tone and clarity in onboarding messages, Review and provide feedback on a specific experience (e.g., joining Discord, filling out a form), Organize and summarize survey responses from one cohort or event | Map CX for one service, Create or update journey maps for key user groups (e.g., trainees or volunteers), Conduct informal interviews or surveys and synthesize findings, Propose improvements to onboarding, communication, or feedback processes, Collaborate with program and design teams to prioritize low-lift CX improvements, Co-author a CX insights report or present findings to a cross-functional team, Help document and test small pilots (e.g., welcome flows, check-in moments) | Lead the development of Tech Fleet’s overarching customer experience strategy, Audit all user touchpoints and align them with inclusive, human-centered principles, Design feedback loops that surface actionable insights across cohorts and programs, Mentor or guide other contributors in research and mapping methods, Build reusable templates for journey mapping, CX reporting, or satisfaction tracking, Partner with program, product, and ops teams to integrate CX recommendations, Facilitate cross-team conversations around experience pain points and solutions |
| Events Coordinator | Help with day-of logistics or follow-up, Greet participants or monitor the chat during a virtual event, Share event announcements on Discord or social media, Help test virtual meeting links, breakout rooms, or slideshow transitions, Send thank-you messages or follow-up notes to speakers and attendees, Take screenshots, photos, or notes for social media or documentation, Post reminders or countdowns before the event | Plan a single event series, Coordinate logistics for one or more events (timelines, checklists, tech setup), Draft and send event announcements via newsletter or Eventbrite, Reach out to guest speakers or panelists and confirm participation details, Support facilitation during the event (host, co-host, breakout lead, Q&A support), Gather and organize post-event feedback using forms or polls, Write or contribute to a short post-event recap for the team or public channels | Oversee event calendar and process, Lead planning and execution of a full events calendar (e.g., workshops, showcases, socials), Build and maintain scalable templates for event planning, hosting, and promotion, Design accessible and values-aligned event formats in collaboration with program and DEIB teams, Develop speaker outreach strategies and manage a pipeline of partners or facilitators, Track attendance and engagement trends to guide future event design, Oversee day-of event teams (greeters, tech support, notetakers), Collaborate across teams to ensure events are integrated with onboarding, community-building, and recruitment |
| Onboarding Specialist | Welcome new volunteers via Discord/email, Send welcome messages and share onboarding materials via Discord or email, Check that new members have access to tools, Monitor onboarding checklists and ping folks who haven’t completed a step, Help maintain onboarding docs by flagging outdated links or confusing steps, Attend one orientation call and help answer FAQs in the chat, Collect short feedback from new members using a form or quick poll | Run a weekly onboarding session, Coordinate and co-host regular onboarding/orientation sessions, Track progress and engagement across multiple onboarding cohorts, Review feedback to identify trends or friction points in the onboarding experience, Update or rewrite onboarding resources for clarity and accessibility, Work with program coordinators to match new members with team leads or mentors, Recommend early engagement strategies (e.g., welcome events, intro channels, first-week tasks), Collaborate with operations to maintain tool access workflows (Notion, Airtable, Discord roles, etc.) | Maintain onboarding playbook, Own the end-to-end onboarding experience for all incoming Tech Fleet participants, Lead improvements to onboarding journeys across roles (trainees, volunteers, partners), Design and maintain onboarding systems, including templates, flows, and tracking tools, Build feedback loops and reporting mechanisms for onboarding satisfaction and retention, Co-create training videos, orientation decks, or onboarding playbooks, Partner with DEIB, ops, and program teams to ensure onboarding is inclusive and trauma-informed, Mentor new onboarding volunteers and manage delegation of onboarding tasks |
| Community Success Specialist | Monitor Discord for questions, Greet new members in Discord and point them to relevant channels, Monitor community chats and answer basic questions or tag appropriate leads, Share a weekly shoutout or appreciation post for an active member or team, Help host a casual bonding activity (e.g., virtual coffee chat, intro thread),Collect short feedback via quick polls or Discord messages,Help track participation (e.g., who showed up to an event or commented in a thread) | Host a “how are things going?” session, Coordinate a structured check-in process (e.g., mid-cycle surveys or calls), Support planning and facilitation of engagement events, workshops, or reflection circles, Track engagement trends across community channels and summarize observations, Escalate any challenges or access issues flagged by members to the appropriate team, Document and recommend improvements to community rituals or peer recognition processes, Draft posts, templates, or announcements that maintain a welcoming and inclusive tone | Lead engagement efforts, track metrics, Own the ongoing community engagement strategy and cadence, Lead the development of scalable recognition systems (spotlights, badges, nominations), Design and manage a member success tracking system (e.g., Airtable dashboard, Notion tracker), Conduct regular community health assessments and present improvement recommendations, Collaborate across teams to improve onboarding, event participation, and retention, Develop tools, templates, or training for other volunteers to support community engagement, Facilitate restorative conversations, feedback loops, or deeper connection practices |
| Marketing Coordinator / Newsletter Manager | Draft a few social posts, Draft captions for a specific post or campaign (e.g., event promo, volunteer spotlight), Create 1–2 social media graphics using Canva or Figma templates, Monitor comments or DMs on one platform and flag important messages, Collect testimonials or quotes from team members or event attendees, Schedule pre-written posts via Buffer, Later, or directly in-app, Suggest hashtags or content ideas for a given campaign | Run a social media campaign, Maintain a campaign-specific content calendar (e.g., for a new cohort or event series), Co-write and format monthly newsletters or email announcements, Design social content to promote open roles, events, or partnerships, Track performance of a campaign and summarize metrics (e.g., engagement, reach, clicks),Interview a team member and write a short blog or spotlight post, Coordinate with program or inclusion teams to ensure messaging is aligned and accessible | Oversee calendar, manage branding & analytics, Lead the marketing calendar across all channels and campaigns, Create branded templates and social media guidelines for the team, Develop an editorial strategy aligned with Tech Fleet’s programs and values, Manage platform growth goals and analytics dashboards (e.g., Airtable, Notion, Buffer), Oversee cross-channel storytelling: blogs, email, reels, testimonials, partnerships, Mentor junior marketing volunteers and create onboarding for new content contributors, Coordinate with Outreach and Community Success roles to ensure unified messaging, Final decider on monthly themes aligned with Tech Fleet strategic priorities and seasonal relevance, Approve final content before board submission ensuring quality and mission alignment, Submit newsletter packages to board and incorporate feedback while maintaining editorial vision, Handle escalations when conflicts or capacity issues arise, Conduct final quality check before publishing to ensure brand and community standards |
| Publisher / QA | Format all newsletters in Framer using established templates and design standards, | Execute publishing of newsletter on consistent basis, Ensure mobile optimization, link functionality, and accessibility compliance across all newsletters | Handle technical setup, testing, and troubleshooting for all platform-related issues |
| Business Analyst | Track and analyze performance metrics including open rates, click rates, engagement patterns of newsletter and social media, Share monthly and quarterly performance reports with board and team, Identify trends and opportunities for content and engagement improvement, Support strategic decision-making with data-driven insights about community preferences | ||
| Operations | |||
| (Community Success, etc.) |
| Step | Resource |
|---|---|
| Interest form | Form → auto-sort by tier + role preference |
| Orientation video or session | 15-min video or live call (overview + how to pick a task) |
| Welcome Kit | Notion: mission, values, comms, task list |
| Join Discord & tag channel(s) | Pre-written welcome message to copy/paste |
| First task or buddy intro | Choose from task board or get matched with a Core volunteer |