Volunteer Services Coordinator
Volunteer Services Coordinator
The Volunteer Services Coordinator reports directly to the Pantry Manager and is responsible for coordinating all volunteers’ activity including recruitment, training, scheduling, updating and communicating, and recognizing outstanding efforts. With the direction of the Pantry Manager, the Volunteer Services Coordinator will continuously develop existing processes to ensure operational efficiency and positive volunteer morale, as they assist our respected clients.
We are an equal opportunity employer and we value diversity in the workplace.
Duties and Responsibilities:
- Foster a welcoming, productive and safe environment where volunteers are treated with respect and feel valued.
- Recruit, schedule, and train volunteers for day-to-day activity and for scheduled special events/programs.
- Maintain necessary number of active volunteers, respond to staff volunteer requests, evaluate volunteers’ effectiveness, monitor and record their time, and maintain their contact information.
- Represent CORA in the community through outreach activities and speaking engagements. Competently present the mission of the organization, including the many ways we serve the community.
- Orient and instruct large groups of volunteers, including individuals performing community service, incorporating appropriate education to increase awareness of hunger issues.
- Formally and informally recognize CORA volunteers and their contributions to the mission. Work with the Pantry Manager to plan and execute volunteer recognition events.
- Obtain and apply knowledge of handling procedures relative to movement and storage of food, food drive sorting, and food safety quality control standards and regulations per Feeding America and governing authorities. Ensure effective and complete implementation of all standards and regulations.
- Coordinate all components of Court-Appointed Community Service Program for CORA. Duties include providing orientation, monitoring volunteers, and completing all necessary paperwork.
- Coordinate daily activities with the Pantry Manager and other CORA staff.
- Obtain all necessary material for volunteer activities, including products and supplies.
- Complete other duties as assigned by the Pantry Manager and the Executive Director.
Supervises: Volunteer staff
Qualifications/experience: Must possess excellent written and verbal communication skills and be able to represent CORA professionally. Be detail oriented and have strong interpersonal skills in order to work with diverse groups of people. Excellent customer service, strong work ethics, and organizational skills are necessary. Leadership skills and experience are preferred. Must be comfortable working independently in a fast-paced environment. This job has a significant physical aspect associated with the work, including frequent use of tools typically employed in the warehouse. An excellent driving record is required as some travel is necessary. A high school diploma is required. Some college coursework is preferred.
Contacts: Volunteers, Donors, PORCH program coordinators, CORA Staff, General Public
Working Conditions: General office and warehouse environments. Some evenings and weekends are worked (on a sporadic basis) and Saturday morning volunteer sessions as scheduled.
Date: October 2017
The above statements are intended to describe the general nature of the work being performed by people assigned this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
The CORA Volunteer Coordinator supports the mission of CORA by managing volunteer resources. This includes recruitment, training, scheduling, and guidance. The Coordinator regularly communicates with volunteers. The Volunteer Coordinator may assist with volunteer data management to inform CORA policies and procedures and to achieve the most effective delivery of the organization’s programs.
Volunteer Coordinator Duties:
- Coordinates Volunteer Recruitment, Training, and Development
- Recruits volunteers through various means to maintain a healthy volunteer pool
- If needed, using the volunteer pool, assists special events coordinators in recruiting and scheduling volunteers for special events like the Hunger Walk and Empty Bowls
- Schedules all volunteers for volunteer training, assuring that training is received
- Ensures that volunteers have the needed information to excel in their jobs and informs the Executive Director of any additional resources needed.
- Provides individual counseling and support to volunteers as needed, including that involving interpersonal differences
- Assists in developing and implementing volunteer opportunities for youth; communicates these opportunities to community organizations
- Volunteer Scheduling
- Posts and manages schedule for ongoing CORA operations and special events (if requested) on the Volunteer Hub
- Monitors volunteer signups to ensure adequate coverage for all services. As needed, secures additional volunteers from the pool.
- Volunteer Communications
- Acts as a single point of contact for volunteer communications
- Maintains regular communication with volunteers, e.g., day to day, through emails, newsletters, message board, etc.
- Provides ongoing opportunities for volunteer input and feedback
- Confers with volunteers to discuss suggestions, resolve problems, and promote cooperation and interest
- Facilitates the recording of volunteer/client stories for use in a variety of media
- Volunteer Recognition
- Plans and leads implementation of a volunteer recognition event each year
- Employs informal recognition techniques as appropriate
- Maintenance of Volunteer Data
- Ensures collection of all volunteer time and services, including special events
- Maintains VHub or paper records of volunteer hours and services
- Provides monthly and annual reports to the Executive Director for presentation at Board meetings
Volunteer Coordinator Qualifications:
- Education, Knowledge and Experience
- Post-secondary education is desirable
- Experience managing adult volunteers, employees, team members, etc.
- Experience as an adult volunteer
- Have developed or willing to develop thorough knowledge of CORA’s mission, goals and objectives
- Positive attitude
- Good communication skills
- Ability to build relationships and foster teamwork
- Good interpersonal skills
- Good organization and management skills
- Creative problem solver
- Ability to connect with diverse types of people and organizations
Volunteer Administrative Assistant
Reports to: Pantry Manager, Executive Director
This is a volunteer job divided into 2-hour shifts. Volunteers will sign up for shifts on V-Hub. The Administrative Assistant accurately directs phone calls, greets clients and visitors positively, schedules client appointments, and performs light clerical duties, word processing, and data entry. Some training will be provided. The Administrative Assistant will be sharing this job with other volunteers and must be conscientious about communicating important information, messages and work in progress to the next Volunteer on the schedule.
Primary Responsibilities and Duties
- Answers incoming calls positively and warmly.
- Accurately and courteously directs caller to the appropriate people.
- Returns to calls placed on hold, giving the caller the opportunity to continue holding or leave a message.
- Answers client and donor Frequently Asked Questions (manual provided) or directs the inquiry to the person best able to answer.
- Takes and delivers accurate phone messages, with call-back numbers, area codes, and names written legibly, and promptly relays messages to the proper person.
- Greets visitors in a friendly and positive way. Quickly notifies person being visited.
- Maintains a neat and tidy reception area, replacing magazines and books as received, clearing up clutter on an ongoing basis and maintains a professional, comfortable atmosphere.
- Maintains and updates the information boards as needed to keep announcements current.
- As time and the project allows, assist Data Manager to stuff, sort and label outgoing mail projects.
Personal and Organizational Development:
- Actively seeks out and performs other functions and performs clerical duties such as copying, faxing or delivering documents by email.
- As needed, assists in preparing and processing other projects that require organization and attention to detail.
- Performs other tasks and duties as needed or requested.
Knowledge, Skills and Abilities:
- Skilled in communicating with clients, visitors and general public, and ability to respond to requests effectively and efficiently,
- Basic office skills including organizational skills, computer keyboarding, filing, light typing, processing and sorting functions,
- Ability to carry out detailed written and oral instructions,
- Ability to perform simple calculations,
- Ability to copy data from one source to another, obtain information from and deliver information to others clearly and accurately,
- Excellent personal and professional communication skills,
- Ability to perform 80% sedentary work.
- Fast-paced environment with significant telephone and personal disruption.
- This description is subject to change and revision as needs arise.
- All requirements may be modified reasonably to accommodate physically or mentally challenged volunteers.