Volunteer Roles That Should Never Be “Improv”: Writing Safer Job Descriptions

Nonprofits depend on goodwill, flexibility, and people who are willing to step up. But when volunteer roles are loosely defined, that flexibility can turn into exposure. Clear expectations are a cornerstone of strong nonprofit risk management. Volunteers who do not know where their role begins and ends are more likely to get hurt, overstep boundaries, or create liability for the organization.

Why do written volunteer job descriptions matter so much for nonprofit risk management? The answer lies in how easily good intentions can turn into preventable incidents when volunteers are left to improvise.

Real-World Volunteer Risk Trends that Make Clarity Even More Important

Risk profiles in modern volunteer programs are evolving in ways that make clear job descriptions even more essential. According to the Nonprofit Risk Management Center, several trends are shaping how nonprofits think about volunteer exposure, responsibility, and safety.

• Reputation risk is on the rise. Digital communication and social media expand the reach and impact of volunteer actions. Without clear guidance on what volunteers can and cannot do online or in public, one misinterpreted message or inappropriate post can harm both community trust and organizational credibility.
• Episodic volunteerism is growing. Volunteers who engage sporadically rather than long-term bring valuable time and energy, but they may miss orientation or fail to become familiar with safety expectations. When volunteers come and go, having well-documented role descriptions and training becomes critical so that every volunteer understands expectations from day one.
• Remote and virtual volunteering is becoming commonplace. Virtual volunteers contribute in many roles but still need precise definitions of responsibilities, training, and boundaries, even when they are not on-site. Remote roles can reduce some physical risks, but they also introduce new risks related to communication, data handling, and accountability.

These trends show that volunteer risk management is not static. When roles are unclear, organizations expose both volunteers and themselves to unintended consequences, ranging from injury and liability to reputation and communication failures.

How Clear Job Descriptions Support Nonprofit Risk Management

Written volunteer job descriptions create structure that protects both people and programs. They help organizations screen and assign volunteers more effectively by matching tasks to skills, physical ability, and comfort level.

Clear documentation also supports training and supervision. When a role is documented, staff can explain expectations consistently, reinforce safety rules, and hold volunteers accountable when procedures are not followed.

From a liability perspective, documentation matters. If an injury or allegation occurs, written job descriptions demonstrate due diligence. They show that the organization took reasonable steps to define duties, limit risk, and communicate expectations. These job descriptions help clarify what volunteers are authorized to do, which can reduce confusion and strengthen the organization’s position if a claim occurs.

What Every Safer Volunteer Job Description Should Include

Many nonprofits underestimate how detailed volunteer job descriptions should be. At a minimum, safer descriptions address the following elements.

• Scope of duties: Clearly define what the volunteer is expected to do and what is explicitly out of scope.
• Physical demands and environment: Note lifting requirements, outdoor work, driving, or exposure to hazards.
• Required training or supervision: Identify orientation, safety training, or staff oversight needed before starting.
• Reporting structure and boundaries: Explain who the volunteer reports to and how to escalate concerns or incidents. All volunteers should be trained to check with their supervisors before performing any tasks beyond their written responsibilities. 

These elements closely align with VIS guidance on minimizing common volunteer risks and reflect best practices outlined in Fundamentals of a Volunteer Risk Management System. Clear boundaries reduce both injury risk and volunteer liability exposure because volunteers are less likely to make judgment calls in unfamiliar situations.

Where Volunteer Insurance Fits Into the Picture

Even the strongest job descriptions cannot prevent every accident or allegation. That is where volunteer insurance plays a critical role.

Volunteer accident and volunteer liability insurance help address medical costs, legal defense, and claims involving volunteers without eroding the liability limits that protect the organization itself. Providing separate insurance protection for volunteers helps ensure that claims involving volunteers do not strain organizational resources or compromise coverage meant for operations and staff.

Insurance complements nonprofit risk management. It does not replace the need for clear roles, training, and supervision. Together, these tools create a more resilient risk strategy.

For details about the specialized volunteer insurance VIS offers, click the “VIS is…” tab at the top of the page and scroll down to the FAQ section.

Take Improv Off the Table

Volunteer improvisation is often rooted in good intentions, but it is not a risk-management strategy. Clear, written volunteer job descriptions strengthen nonprofit risk management by reducing preventable injuries, clarifying boundaries, and supporting consistent supervision.

Pairing well-defined roles with dedicated volunteer insurance coverage gives nonprofits a practical way to protect both volunteers and the mission they support. Reviewing and updating volunteer roles is a strong first step toward reducing risk before an incident puts the organization on the defensive.

VIS members enjoy 24/7 access to the “VIS Vault,” a collection of risk-management resources, including dozens of Preventer Papers that can be used for volunteer training and education.

FAQ About Job Descriptions

Why are written volunteer job descriptions important for nonprofit risk management?

They reduce confusion, limit improvisation, and document due diligence. Clear roles help prevent injuries and liability while supporting safer volunteer engagement.

What risks do nonprofits face when volunteer roles are unclear?

Common risks include volunteer injuries, accidental harm to others, automobile incidents, and allegations that arise when boundaries are not defined.

Do job descriptions replace the need for volunteer insurance?

No. Job descriptions reduce risk, while volunteer insurance helps manage the financial and legal impact when incidents still occur. Both are essential.

How often should volunteer job descriptions be reviewed?

They should be reviewed regularly, especially when duties change, new activities are introduced, or incidents reveal gaps in expectations.

About VIS

Volunteers Insurance Service Association, Inc. (VIS) is a membership organization serving more than 3,500 volunteer-based nonprofit organizations and public entities nationwide. VIS is the only association that offers these three insurance programs designed specifically for volunteers: volunteer accident, volunteer liability, and volunteer excess automobile liability.

If you are interested in protecting your volunteers through the unique VIS insurance program, please click on the “Get volunteer insurance now” link on the home page, or call 800.222.8920. For more information on VIS’s risk-management resources for members and our vendor partners, click on the “Member Benefits” tab.