Volunteer Role Description
Clear volunteer opportunity posting
The Prompt
The Prompt
Draft a clear, welcoming volunteer role description for [ORGANIZATION NAME] that helps busy nonprofit teams recruit well-matched volunteers.
QUICK INTAKE (copy/paste and fill; leave “TBD” if unknown)
- Organization: [ORGANIZATION NAME], mission/cause: [MISSION/CAUSE]
- Volunteer type: [ONE-TIME EVENT / ONGOING DIRECT SERVICE / SKILLED-PRO BONO / VIRTUAL / BOARD-LEADERSHIP]
- Role title: [ROLE TITLE]
- Impact metric: [e.g., “serve 50 meals per shift,” “support 12 students weekly”]
- Time & place: [X hours/week], [duration], [schedule/flexibility], [location], [on-site/remote/hybrid]
- Supervisor: [SUPERVISOR TITLE]
- Training/support: [TRAINING PROVIDED]; materials/resources: [LIST]; stipends/reimbursements: [MILEAGE/PARKING/MEALS or “None”]
- Screening: [e.g., background check—cost covered by ORG; none]
- Application: [APPLICATION LINK/EMAIL], response time: [e.g., within 5 business days], target start: [DATE or Rolling]
- Inclusion/accessibility contact: [NAME/EMAIL/PHONE]
- Contact/signature: [CONTACT NAME], [TITLE], [PHONE/EMAIL]
- Tone: [FORMAL / WARM / CASUAL]
If a field is blank, propose a sensible default and flag it in [brackets]. If something doesn’t apply, write “Not applicable” or omit.
STRUCTURE & CONTENT (output must use these 9 numbered headings)
1) Role Title
2) Brief Overview (2–3 sentences)
- What the volunteer will do and why it matters.
- Include impact: “Each shift helps [IMPACT METRIC], advancing [MISSION/CAUSE].”
3) Responsibilities (4–6 bullets)
- Be concrete. GOOD: “Greet visitors and check them in using our sign-in iPad.” BAD: “Support front desk operations.”
- Tailor to [VOLUNTEER TYPE] (e.g., one-time event = day-of tasks; board = governance/strategy; skilled = defined deliverables; virtual = tools/platforms).
4) Time Commitment
- State: [HOURS/WEEK], [DURATION], [SCHEDULE/FLEXIBILITY], [LOCATION], [ON-SITE/REMOTE/HYBRID].
5) Qualifications
- Required (must-have): keep minimal.
- Preferred (nice-to-have): end with “Don’t meet every preferred item? We encourage you to apply.”
6) Training & Support
- Note training, supervision, materials. Add reimbursements/stipends if applicable; if none, say “No out-of-pocket costs.”
7) Screening & Requirements
- State simply (e.g., “Background check—cost covered by [ORG NAME]”). Include age/confidentiality only if essential. If none, write “No background check required.”
8) Inclusion & Accessibility
- Always include: “We welcome volunteers of all backgrounds and abilities. To request accommodations, contact [NAME/EMAIL/PHONE].”
9) Application Process & Contact
- How to apply, response time, target start date, and “Posted by [CONTACT NAME], [TITLE], [PHONE/EMAIL], [ORGANIZATION NAME].”
STYLE & TONE
- Length: 250–350 words total; prioritize clarity over strict count.
- Reading level: 8th–10th grade; short sentences; plain words.
- Tone: [FORMAL / WARM / CASUAL] (choose one and use consistently).
- Format: plain text with numbered headings and bullets; include hyperlinks in parentheses for digital use; spell out URLs for print.
EXAMPLE SNIPPET (tone: WARM, ~50 words)
“As a Weekend Pantry Greeter, you’ll welcome neighbors, check them in on our iPad, and answer simple questions. Each 3-hour shift helps 60 households access fresh, healthy food—moving us closer to a hunger-free community. We’ll train you on our check-in app and have a staff lead nearby for support.”
MUST DO
- Be honest about time and requirements.
- Make tasks specific and scannable.
- Use inclusive, welcoming language.
NEVER DO
- Use legalese, clichés (“rockstar”), or vague phrases (“other duties as assigned”).
- Create unnecessary barriers in “Required.”
QUALITY CHECK
Before finalizing, ensure someone could read this in 90 seconds and know if they’re a fit, what they’ll do, and how to apply.
OUTPUT
Produce one polished role description following the 9 headings above. Do not include tips or commentary in the final output.How to Customize
- Replace all [BRACKETED] fields with your specific information
- Adjust tone and length as needed for your audience
- Review and personalize before using
Pro Tips
- Test this prompt with your preferred AI tool before using in production
- Always review AI output for accuracy and appropriateness
- Customize outputs to match your organization’s voice and brand
Related Prompts
(See other prompts in the programs category)
Example Outputs
Compare scenarios: We tested this prompt with 3 different nonprofit contexts. Each scenario shows outputs from GPT-5, Claude, and Gemini. Select a model above each scenario to compare.
Small Community Org
Rural, volunteer-driven food access nonprofit in the Flint Hills of Kansas. Small staff, supported by local churches, small businesses, and county grants; serves low-income families, seniors, and farmworkers.
View scenario details
1) Role Title Mobile Pantry Assistant
2) Brief Overview Join Flint Hills Neighbors Pantry to bring fresh, healthy groceries directly to rural neighbors. As a Mobile Pantry Assistant, you’ll help set up, welcome households, check them in, and place groceries into carts and cars with care. Each shift helps 60 households receive fresh groceries, advancing our mission to reduce rural hunger in Chase and Lyon counties by bringing fresh, healthy groceries directly to neighbors.
3) Responsibilities - Greet neighbors with warmth and check them in using our iPad sign-in app. - Sort and pack produce and pantry staples; restock items during distribution. - Load groceries safely into carts and vehicles; offer basic program information. - Keep the line moving and the site safe (traffic flow, cones, safety vests). - Set up and take down tables, tents, and signage; track simple counts as directed. - Optional: Serve as a designated driver for the agency van to/from sites (training provided).
4) Time Commitment - 3 hours/week, 3 months minimum, Saturdays 8:30–11:30 a.m.; choose at least 2 Saturdays/month - Rotating rural sites in Chase & Lyon counties, KS (meet at Strong City Community Center) - On-site
5) Qualifications - Required: Friendly and reliable; able to follow instructions and work as a team. Comfortable using or learning an iPad. Able to lift up to 25 lbs safely—or choose a low-lift role. - Preferred: Customer service experience; conversational Spanish; experience with food handling or events; willing to drive agency van (valid license). Don’t meet every preferred item? We encourage you to apply.
6) Training & Support - 1-hour orientation; on-the-spot training for check-in app and safe lifting. - Supervision: Pantry Coordinator on site. - Materials provided: Safety vest, gloves, iPad for check-in, name badge, bottled water. - Reimbursements: Mileage for designated drivers at $0.45/mile; free parking.
7) Screening & Requirements - No background check required. - MVR check required only if driving the agency van—cost covered by Flint Hills Neighbors Pantry.
8) Inclusion & Accessibility We welcome volunteers of all backgrounds and abilities. Many tasks can be done seated or with light lifting. To request accommodations, contact Maria Lopez, access@flinthillspantry.org, 620-555-0147.
9) Application Process & Contact Apply at flinthillspantry.org/volunteer (https://flinthillspantry.org/volunteer). We respond within 3 business days. Target start: Rolling. Posted by Evan Carter, Pantry Coordinator, 620-555-0129, evan@flinthillspantry.org, Flint Hills Neighbors Pantry.
AI Evaluation Details (Score: 8.8/10)
This is a highly polished, professional volunteer role description that successfully balances warmth with clarity. It follows the template precisely, provides concrete details that help candidates self-screen, and uses inclusive, accessible language throughout. Minor opportunities exist to enhance authenticity with more rural-specific voice.
- • Excellent concrete task descriptions (e.g., 'Greet neighbors with warmth and check them in using our iPad sign-in app' vs. vague generalities)
- • Strong accessibility language that goes beyond boilerplate ('Many tasks can be done seated or with light lifting')
- • Clear, honest time commitment and flexibility parameters that respect volunteer boundaries
- • Effective use of impact metric integration in the overview
- • Appropriate warm tone throughout without being overly casual or corporate
- • Smart handling of the optional driver role without creating confusion
- • Scannable format that passes the 90-second comprehension test
- • Inclusive qualifications section that minimizes barriers while being realistic
- • The phrase 'advancing our mission to reduce rural hunger...' in section 2 creates slight redundancy by repeating the full mission statement verbatim—could be tightened to 'moving us closer to hunger-free rural communities'
- • Word count is approximately 320 words, which is within range but on the higher end—section 3 has 6 bullets when 4-5 might be more scannable
- • Minor authenticity gap: the voice is warm but slightly polished for a small rural org—phrases like 'conversational Spanish' feel more corporate than 'basic Spanish' or 'some Spanish'
Mid-Size Professional Org
Urban refugee education nonprofit in Minneapolis–St. Paul with ~35 staff. Funded by local foundations, corporate partners, and individual donors; serves adult learners from diverse countries.
View scenario details
1) Role Title Virtual ESL Conversation Partner
2) Brief Overview Join Twin Cities Refugee Education Network (TCREN) to practice English with adult refugee and immigrant learners over Zoom. You’ll guide friendly, low-stress conversations and use simple lesson prompts. Each shift helps support 2 adult learners in 2 sessions weekly to build English confidence, advancing our mission to partner with refugee and immigrant adults to advance English, career, and digital skills for family-sustaining jobs.
3) Responsibilities - Host two 50–55 minute conversation sessions each week on Zoom with assigned adult learners. - Use provided lesson plans, prompts, and pronunciation tools to spark practice and confidence. - Track attendance and jot brief notes after each session in our online form. - Use Zoom features (chat, screen share, captions) to support different learning styles. - Communicate schedule changes, tech issues, or learner concerns to the Adult Education Program Manager. - Join a monthly virtual mentor circle to share tips and get support.
4) Time Commitment - 2 hours/week for 6 months. - Weeknights between 6–9 p.m. CT; set a consistent 2-hour window. - Remote via Zoom.
5) Qualifications Required: - Clear spoken English and a warm, patient style. - Reliable internet, camera, and a quiet space. - Comfortable using Zoom (we’ll train on features). - Able to commit to a steady weeknight schedule for 6 months.
Preferred: - Experience with ESL/ELL tutoring, teaching, or cross-cultural work. - Familiarity with trauma-informed approaches. - Multilingual a plus. Don’t meet every preferred item? We encourage you to apply.
6) Training & Support - 2-hour online training on trauma-informed tutoring and Zoom tools. - Ongoing support from the Adult Education Program Manager and a monthly mentor circle. - Materials provided: lesson plans, conversation prompts, pronunciation resources, Zoom Pro access. - No out-of-pocket costs.
7) Screening & Requirements - Background check—cost covered by Twin Cities Refugee Education Network (TCREN).
8) Inclusion & Accessibility We welcome volunteers of all backgrounds and abilities. To request accommodations, contact Amina Warsame, access@tcren.org, 612-555-2270.
9) Application Process & Contact Apply at https://tcren.org/volunteer/apply (or search “TCREN volunteer apply”). We’ll respond within 5 business days. Monthly cohorts; next start December 2, 2025. Posted by Jordan Kim, Volunteer Manager, 612-555-2211, jordan.kim@tcren.org, Twin Cities Refugee Education Network (TCREN).
AI Evaluation Details (Score: 8.8/10)
This is a strong, professional volunteer role description that successfully balances warmth with clarity. It follows the template precisely, uses concrete language, and provides all essential information a potential volunteer needs. Minor weaknesses include slight wordiness in the overview and a small math inconsistency in the time commitment.
- • Excellent concrete, scannable responsibilities (e.g., 'Host two 50–55 minute conversation sessions' vs. vague 'support learners')
- • Casual tone executed consistently and appropriately—friendly without being unprofessional ('jot brief notes,' 'spark practice')
- • Strong inclusion of practical details: Zoom features, trauma-informed approach, monthly mentor circles show organizational maturity
- • Impact metric integrated naturally into overview without feeling forced
- • Qualifications section strikes good balance—minimal required items, encouraging language for preferred
- • Application section provides both URL and search instruction for accessibility
- • Brief Overview is slightly wordy at 4 sentences when 2–3 requested; could tighten the mission statement integration
- • Minor math inconsistency: '2 hours/week' stated, but 'two 50–55 minute sessions' = ~1.7–1.8 hours; should clarify if 2 hours includes prep/notes or adjust
- • Responsibilities bullet 6 (monthly mentor circle) could move to Training & Support section where it's already mentioned, creating slight redundancy
Large Established Org
West Coast conservation nonprofit with 120+ staff and regional offices. Backed by major donors, foundations, and corporate partners; manages large-scale habitat restoration projects.
View scenario details
1) Role Title GIS Mapping Analyst (Pro Bono)
2) Brief Overview Support Pacific Trails Conservancy by producing clear, accurate habitat maps that guide restoration decisions along the Pacific Coast. You will turn complex spatial data into actionable insights for our field teams. Each shift helps Produce 12 high-quality habitat maps guiding restoration across 1,500 acres., advancing Protect and restore Pacific Coast habitats so wildlife and communities thrive..
3) Responsibilities - Compile, clean, and standardize spatial datasets (e.g., vegetation, hydrology, parcels, trails) in ArcGIS Pro using our data dictionary. - Produce 12 publication-quality habitat and restoration-priority maps using branded templates and symbology. - Build and publish companion web maps/apps in ArcGIS Online; configure pop-ups, labels, and layer visibility. - Run core spatial analyses (e.g., overlays, proximity, terrain/raster workflows) and document methods, assumptions, and parameters. - Perform QA/QC, enter complete metadata, and manage versions per our data governance standards. - Present progress at weekly check-ins and incorporate feedback from restoration and stewardship staff.
4) Time Commitment Approximately 6 hours/week for 12 weeks. Flexible hours; weekly check-in Tuesdays 1–2 p.m. PT. Hybrid: remote work with an optional desk at our San Francisco HQ.
5) Qualifications - Required: - Proficiency with ArcGIS Pro and ArcGIS Online for mapping and spatial analysis. - Ability to commit 6 hours/week for 12 weeks and attend the weekly check-in. - Reliable internet and a computer capable of running ArcGIS Pro (license provided). - Preferred: - Experience with conservation or ecology datasets and restoration planning. - Strong cartographic design, metadata, and QA/QC practices. - ModelBuilder or Python/ArcPy; remote sensing/raster analysis. - Experience publishing web maps or dashboards. - Don’t meet every preferred item? We encourage you to apply.
6) Training & Support Project briefing, ArcGIS Online/Pro onboarding, and data governance orientation. Supervision by the Director of Conservation Data. Resources provided: ArcGIS Pro license, data dictionary, branded map templates, and secure data access. No out-of-pocket costs. No stipends or reimbursements.
7) Screening & Requirements Volunteer agreement and confidentiality/NDA required. No background check required.
8) Inclusion & Accessibility We welcome volunteers of all backgrounds and abilities. To request accommodations, contact Leah Chen, inclusion@pacifictrails.org, 415-555-0198.
9) Application Process & Contact Apply at pacifictrails.org/volunteer/gis-analyst (https://pacifictrails.org/volunteer/gis-analyst). We respond within 7 business days. Target start: rolling; next project kickoff January 13, 2026. Posted by Ravi Patel, Director of Conservation Data, 415-555-0172, ravi.patel@pacifictrails.org, Pacific Trails Conservancy.
AI Evaluation Details (Score: 7.4/10)
The output follows the template structure meticulously and includes all required elements. However, it contains a critical formatting error in section 2 that makes it sound robotic, and the formal tone, while appropriate for a skilled pro bono role, occasionally feels stiff. The responsibilities are impressively specific and useful for recruiting qualified GIS professionals.
- • Excellent specificity in responsibilities—uses technical GIS terminology appropriately (ArcGIS Pro, ModelBuilder, ArcPy, raster workflows) that will resonate with qualified candidates
- • Comprehensive qualifications section that clearly distinguishes required vs. preferred skills and includes the encouraging 'Don't meet every preferred item?' language
- • Strong training and support section that lists concrete resources (license, templates, data dictionary) addressing common volunteer concerns
- • Appropriate formal tone for a skilled professional volunteer role at a large established organization
- • Complete contact information and clear application process with realistic timeline
- • Section 2 contains a glaring templating error: 'Each shift helps Produce 12 high-quality habitat maps...' with awkward capitalization and 'advancing Protect and restore...' that reads as unedited variable insertion—this is a major quality control failure
- • The phrase 'Each shift helps' is inappropriate for a 12-week skilled project (not shift-based work), revealing the template wasn't adapted for this volunteer type
- • Authenticity suffers from overly mechanical phrasing in places—'Run core spatial analyses' and the list format in responsibilities feels like a job description rather than a volunteer invitation
- • Word count appears to exceed the 250-350 target (approximately 380-400 words), reducing scannability
- • Section 6 redundantly states 'No out-of-pocket costs. No stipends or reimbursements' when one statement would suffice
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.51/10 • Total validation cost: $0.1433