The Volunteer Coordinator’s (VC) primary role is to recruit and onboard volunteers, schedule volunteers, and serve as a resource and advocate for volunteers. The VC also performs a range of administrative tasks to support the volunteer program.
DUTIES AND RESPONSIBILITIES
Manage online profiles at multiple websites geared towards recruiting volunteers. May represent shelter at recruiting events.
Manage orientation process for prospective volunteers. For in-person orientation, this will include setting up the room and media and giving tours. The VC may also present all, or a portion, of the orientation. For online orientation, this will include communication and follow up with prospective volunteers.
Screen potential volunteers to match them with appropriate assignments.
Print volunteer name tags; keep holders stocked.
Assign volunteers to necessary training classes.
Provide training and handbook materials for volunteer assignments.
Track completion of training; assign new volunteer to shift upon completion.
Record schedules in database for new volunteer placements as well as changes to schedules for existing volunteers.
Ensure that mentors are assigned to volunteers in keeping with current protocols.
Communicate volunteer absences to respective department and other volunteers as needed.
Maintain a general but thorough understanding of all WHS operations to support the training and understanding needed by volunteers
Provide direction and support to volunteers as needed.
Provide thorough and timely answers to volunteer questions in writing or in person.
Maintain accessibility to volunteers, both by being available in the Volunteer office and by engaging with volunteers in their work areas.
Assist with finding and implementing creative and meaningful ways to recognize and acknowledge volunteers on a regular basis.
Coordinate acknowledgement of life events, such as volunteer illness, loss of a loved one, or retirement.
Monitor schedule to ensure that sufficient volunteers exist to support each department; identify where gaps exist; take action to remedy those gaps.
Update database on a regular and consistent basis to ensure data integrity, including archiving records.
Assist with WHS events where a large volunteer base is needed. Maintain onsite presence to guide volunteers, provide support, and reassign volunteers in response to changing conditions.
May represent shelter at outreach events as schedule permits.
Assist with planning and hosting group community service projects.
Ensure that a sufficient supply of volunteer forms, training materials and handbooks are printed and stocked.
Assist with maintaining the accuracy of training materials.
Assist with keeping the volunteer room clean, stocked and organized, including name tag holders, aprons, water and supplies.
Other duties as assigned.
Assists with supervising volunteer workforce.
CONTROLS OVER WORK
The VC works under the general direction of the Volunteer Manager.
CONTACT WITH OTHERS
The VC has regular contact with other shelter employees, volunteers, donors, and the general public. Contact may occasionally include disgruntled and unhappy individuals. Communication with others will require tactful exchanges and a professional demeanor.
The VC works with staff, volunteers and the general public. There are often important deadlines and the need to coordinate work on multiple complex assignments at the same time. Work is often done in a fast-paced, stressful and demanding environment. Occasional work directly with animals and in a kennel and cattery environment is necessary.
Work is performed both in and out of the shelter and requires lifting and carrying display materials, setting up and tearing down tables and chairs, etc. There may be occasions where it is necessary to lift up to 40 pounds. The VC position also requires working with standard office equipment such as a computer terminal, projector, telephone, copy machine, etc.
KNOWLEDGE, SKILLS, AND ABILITIES
Strong computer skills, with ability to navigate spreadsheet applications, databases, and document creation. Experience with Powerpoint and Google products preferred.
Work requires anticipatory thinking, organizational, planning and tracking skills. Must be thorough, have strong attention to detail and aesthetics, and excellent follow through.
Excellent written and verbal communication skills and the ability to communicate with the public, volunteers, and staff in a positive and professional manner. Must be able to maintain confidentiality of information. Strong presentation skills preferred.
Able to work in a fast paced environment with frequent interruptions. Must be versatile, able to successfully manage multiple competing tasks, and possess the initiative to resolve problems and seek answers independently and persistently until goals are achieved.
Must be people and animal oriented, personable, professional, upbeat, and energetic.
EDUCATION AND EXPERIENCE
High school diploma or educational equivalent required.
Minimum of two years related administrative experience, or two years in a relevant college program required.
Prior experience working with volunteers preferred but not required.
Additional requirements: Must have a demonstrated interest and enthusiasm for animal welfare and WHS Mission; be willing to work weekends and evenings as required by the job; have a valid Oregon driver’s license and be insurable by WHS vendors; meet the physical requirements of the job, and pass a background investigation for working with children.