Deputy Coordinator Assistant Chatbot

Overview

The Deputy Coordinator Assistant is a custom chatbot created in ChatGPT to provide on-demand performance support for the ATD San Diego Mentorship Program. It helps Deputy Coordinators quickly access role expectations, procedures, operational guidance, and decision support while carrying out mentorship program responsibilities.

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Purpose / Intended Audience

The chatbot was designed for current and future Deputy Coordinators, as well as volunteer support members assisting with mentorship program operations. Its purpose is to reduce onboarding time, improve consistency across volunteer activities, preserve organizational knowledge, and provide immediate guidance when the Director of Mentorship is unavailable.

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Process

I identified common Deputy Coordinator responsibilities, recurring questions, and procedures that volunteers may need help with. I organized information from program documentation and SOPs into a knowledge base and designed conversational prompts for topics such as event preparation, virtual kickoff support, WhatsApp community management, technical readiness, and participant questions.

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Outcome

The completed chatbot provides just-in-time support by answering operational questions and guiding users through common tasks and scenarios. It gives Deputy Coordinators a convenient way to access program information, troubleshoot issues, and make more consistent decisions while supporting mentorship activities.

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Design Reflection

This project helped me explore how conversational AI can support learning and performance at the moment of need. A key design consideration was determining when users needed a direct answer, checklist, or step-by-step guidance while ensuring the chatbot remained grounded in established program procedures.