VITA Program Manager

VITA Program Manager

Location: Gainesville, FL
Status: Full-Time, Exempt
Reports to: Director of Community Impact
Benefits: Comprehensive benefits package

United Way North Central Florida is seeking a VITA Program Manager to lead the organization's Volunteer Income Tax Assistance (VITA) Program, providing free tax preparation services to eligible individuals and families across Alachua, Bradford, Dixie, Gilchrist, Levy, and Union counties.

Position Summary

The VITA Program Manager oversees the VITA program from annual planning and volunteer recruitment through tax-season operations, grant management, compliance, evaluation, and year-round financial literacy activities. The VITA Program Manager will work with volunteers, temporary staff, community partners, funders, the IRS, and UWNCFL leadership to ensure the program provides accessible, high-quality services to the community.

Key Responsibilities

Program Leadership and Compliance

• Develop and implement the annual VITA program plan, including goals, timelines, site schedules, volunteer needs, and program procedures.
• Serve as UWNCFL's primary operational liaison with the IRS Stakeholder Partnerships, Education and Communication (SPEC) program.
• Maintain current knowledge of IRS VITA/TCE requirements and incorporate updates into program operations.
• Ensure VITA sites comply with IRS Quality Site Requirements, Volunteer Standards of Conduct, security requirements, and UWNCFL policies.
• Coordinate required volunteer training, certification, documentation, and compliance activities.
• Monitor program operations and address compliance and quality concerns.
• Coordinate IRS site reviews, monitoring activities, and corrective actions as needed.

Grant Management and Budget

• Manage VITA grants from application through closeout in collaboration with the Director of Community Impact.
• Prepare grant applications, budgets, progress reports, and final reports.
• Monitor grant expenditures and ensure funds are used in accordance with grant requirements and UWNCFL policies.
• Maintain accurate grant records and supporting documentation.
• Track grant deliverables and performance measures.
• Identify additional funding opportunities and collaborate with UWNCFL's development team to support program sustainability.

Volunteer and Staff Coordination

• Develop and implement year-round volunteer recruitment and retention strategies.
• Recruit, train, schedule, and support VITA volunteers and Site Coordinators.
• Ensure volunteers complete IRS certifications and training before performing assigned duties.
• Supervise VITA Site Coordinators and other grant-funded temporary or part-time staff, which may include two or more Site Coordinators during tax season.
• Coordinate staff and volunteer schedules and resolve operational issues.
• Maintain accurate volunteer records, certifications, and service hours.
• Recognize and celebrate volunteer contributions.

VITA Site and Client Services

• Identify, evaluate, and secure appropriate VITA site locations throughout UWNCFL's six-county service area.
• Coordinate site setup, schedules, equipment, supplies, technology, and operating procedures.
• Conduct regular site visits and monitor site performance.
• Ensure appropriate taxpayer intake, interview, tax preparation, quality review, and privacy procedures are followed.
• Ensure returns are prepared within the scope of the VITA program and by appropriate certified volunteers.
• Monitor rejected returns and ensure appropriate follow-up.
• Address client concerns and ensure taxpayers are treated with professionalism, dignity, and respect.
• Protect taxpayer personally identifiable information and ensure required security procedures are followed.

Community Engagement and Financial Literacy

• Build and maintain partnerships that support VITA site operations, volunteer recruitment, outreach, and client referrals.
• Develop and implement outreach strategies to increase awareness and utilization of VITA services.
• Represent UWNCFL and VITA at community events, meetings, and presentations.
• Coordinate year-round financial literacy workshops and educational opportunities focused on topics such as budgeting, saving, credit, taxes, tax credits, and other financial stability topics.
• Work with community partners to identify financial education needs and develop or coordinate appropriate programming.
• Collaborate with UWNFL's Marketing/Communications function to promote VITA and financial literacy opportunities.

Data, Evaluation, and Reporting

• Maintain accurate program, volunteer, client, financial, and grant records.
• Track program performance, including taxpayers served, returns prepared, volunteer participation, site activity, and other required measures.
• Prepare regular program reports for the Director of community Impact and organizational leadership.
• Prepare required reports for funders and program partners.
• Evaluate the effectiveness of VITA and financial literacy activities and recommend improvements.
• Collect client and volunteer feedback and document program impact through stores and other qualitative measures.

• Provide date and impact information to support UWNCFL communications, fundraising, Board reporting, and community engagement.