Job Title: Volunteer Experience Coordinator
FLSA Status: Full-time, Non-Exempt
Immediate Supervisor: Volunteer Manager
Employees Supervised: N/A
The Harry Chapin Food Bank of SWFL is a mission-driven organization dedicated to alleviating hunger and providing essential resources to our community. We partner with local organizations, businesses, and volunteers to ensure that nutritious food reaches individuals and families in need. We are committed to creating a supportive, inclusive, and efficient workplace where staff and volunteers thrive.
Job Summary:
The Volunteer Experience Coordinator is responsible for delivering an exceptional volunteer experience while ensuring volunteer resources effectively support the operational needs of Harry Chapin Food Bank. This position serves as the primary liaison between volunteers and staff, creating a welcoming, safe, engaging, and mission-focused environment that encourages volunteers to become long-term advocates for the organization.
The Volunteer Experience Coordinator welcomes, trains, supports, recognizes, and retains volunteers while fostering strong relationships with community groups, schools, churches, corporate partners, and individual volunteers. The position works collaboratively with Operations, Programs, and Development teams. This position helps maximize volunteer engagement, supports organizational priorities, and ensures compliance with all food safety, safety, and organizational standards.
This role plays a critical part in volunteer engagement, and inspiring volunteers to become long-term advocates and supporters of Harry Chapin Food Bank.
Key Responsibilities:
Volunteer Experience
· Create a welcoming, safe, and rewarding volunteer experience that reflects the mission, vision, and values of Harry Chapin Food Bank.
· Welcome volunteers upon arrival and communicate the purpose and impact of their service.
· Conduct volunteer orientations covering organizational mission, safety procedures, food safety standards, and assigned responsibilities.
· Build positive relationships that encourage volunteer satisfaction, retention, and ongoing engagement.
· Gather volunteer feedback through surveys, conversations, and post-service evaluations to continuously improve volunteer experience.
· Capture volunteer stories, testimonials, and photographs to highlight volunteer impact and support marketing, communications, and fundraising efforts.
· Address volunteer questions or concerns promptly and professionally, escalating issues when appropriate.
Volunteer Engagement
- Assist in recruiting volunteers through community outreach, schools, businesses, civic organizations, faith-based organizations, and special events.
- Represent Harry Chapin Food Bank at volunteer fairs, community events, and recruitment activities.
- Help develop meaningful volunteer opportunities for youth groups, adaptive volunteers, and community partners.
- Educate volunteers about hunger relief initiatives, programs, advocacy opportunities, and additional ways to support the organization's mission.
- Support new volunteer engagement initiatives, including virtual or alternative volunteer experiences when appropriate.
- Monitor volunteer participation trends and recommend strategies to strengthen recruitment, retention, and engagement.
Volunteer Administration
- Maintain accurate volunteer records, attendance, participation, and engagement reports using volunteer management software.
- Coordinate volunteer recognition and appreciation initiatives.
- Maintain volunteer resources, training materials, and community engagement supplies for onsite and offsite activities.
- Support cross-training within Volunteer Services to ensure continuity of operations.
- Prepare reports and documentation to support volunteer program performance and organizational reporting.
Organizational Responsibilities
- Coordinate daily volunteer assignments in collaboration with Volunteer Services, Operations, Programs, and other departments to ensure adequate volunteer coverage.
· Match volunteer skills, interests, and abilities with assignments that support organizational priorities.
- Provide daily guidance, oversight, and task direction to volunteers to ensure work is completed safely, accurately, and efficiently.
- Monitor volunteer productivity and communicate daily operational metrics through Microsoft Teams, including bread, produce, meat, and food drive processing.
· Communicate volunteer schedules, staffing levels, and operational updates with department leaders.
- Ensure volunteer compliance with organizational policies, food safety standards, OSHA regulations, Feeding America requirements, and other applicable guidelines.
- Identify operational or volunteer concerns and resolve or escalate issues appropriately.
- Support volunteer coordination for special events, mobile food distributions, disaster response, and community outreach activities.
- Serve as a Second Responder during community emergencies or disaster response operations.
- Perform other duties as assigned to support the mission of Harry Chapin Food Bank.
Volunteer Operations (As Needed)
· Coordinate daily volunteer assignments in collaboration with Volunteer Services, Operations, Programs, and other departments to ensure adequate volunteer coverage and support organizational priorities.
- Ensure volunteer activities support operational priorities while maintaining productivity, quality, and safety.
- Ensure volunteer compliance with all organizational policies, food safety requirements, OSHA regulations, Feeding America standards, and other applicable regulations.
· Match volunteer skills, interests, and abilities with appropriate assignments while maintaining a positive and productive volunteer experience.
· Provide day-to-day check-ins and task directions to volunteers during service activities, ensuring assignments are completed safely, accurately, and efficiently.
· Reporting daily productivity needs in Teams (bread, food drive donations, meat, and produce).
· Communicate daily volunteer schedules, staffing levels, and operational updates with department leaders to support efficient workflow and service delivery.
· Identify and address operational or volunteer concerns in a timely and professional manner, escalating issues to the Volunteer Manager when appropriate.
· Support special events, mobile food distributions, disaster response activities, and community outreach events by coordinating volunteer assignments and logistics as needed.
· Assist with maintaining a safe, organized, and welcoming volunteer environment by ensuring workspaces are clean, properly stocked, and prepared for volunteer activities.
Qualifications:
Specific:
- Associate's degree in business, Nonprofit Management, Communications, Human Services, or related field preferred.
- High School Diploma or GED required.
- Minimum of 3 years of volunteer coordination and customer service.
- Experience in the non-profit sector is required.
- Excellent interpersonal, communication, presentation, and customer service skills.
- Ability to speak in front of large groups.
- Strong organizational, planning, and time management abilities.
- Ability to coordinate multiple priorities in a fast-paced environment.
- Strong group facilitation skills.
- Ability to train, coach, motivate, and coordinate volunteers of diverse ages and backgrounds.
- Demonstrated problem-solving and conflict resolution skills.
- Ability to work independently while collaborating effectively across departments.
- Strong attention to detail and ability to maintain accurate records and reports.
- Ability to maintain confidentiality and exercise sound judgment.
- Continuous improvement mindset with a willingness to identify opportunities to enhance volunteer engagement.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, and Volgistics volunteer management software.
General:
- Honesty, integrity, and commitment to fighting hunger in Southwest Florida
- Ability to relate effectively with other staff, volunteers, agency representatives and the public.
- Must have passion and clear understanding of and ability to articulate the mission of the Harry Chapin Food Bank.
- Ability to complete work in an accurate, effective, and timely manner.
- Ability to handle high volume of work in short periods.
- Ability to perform physical labor as necessary to assist in achieving Harry Chapin Food Bank mission.
- Valid Florida Driver’s License
Core Competencies
· Customer Service Excellence
· Communication
· Relationship Building
· Volunteer Engagement
· Teamwork & Collaboration
· Leadership
· Planning & Organization
· Adaptability & Flexibility
· Problem Solving
· Accountability
· Continuous Learning
· Integrity and Professionalism
Harry Chapin Values & Expectations
All employees are expected to embody the values of Harry Chapin Food Bank by:
- Be Active – Move quickly, take initiative, and hold yourself and others accountable.
- Be Constructive – Focus on solutions, remain optimistic, respectful, and fair.
- Be Truthful – Communicate honestly, speak up, and support opinions with facts.
- Humanize Hunger – Keep neighbors facing hunger at the center of everything we do.
- Communicate Professionally – Foster open, respectful, and transparent communication.
- Enjoy the Journey – Build positive relationships and celebrate successes.
- Believe in the Mission – Demonstrate passion and commitment to ending hunger in Southwest Florida.
Certifications & Licenses
- ServSafe Certification required (or ability to obtain within 90-days of employment).
- Forklift and Electric Pallet Jack certification preferred or willingness to obtain.
Working Conditions
· Ability to work a four 10-hour workweek
- Work is performed in both office and warehouse environments.
- Regular standing, walking, bending, stooping, reaching, lifting, and moving throughout the workday.
- Ability to lift up to 50 pounds.
- Frequent walking on concrete floors.
- Flexible schedule required, including occasional evenings, weekends, special events, and emergency response activities.
- Reliable transportation is required for community events and outreach activities.
Pay: From $22.89 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Volunteer Coordinator: 3 years (Required)
- Customer Service: 3 years (Required)
- Microsoft Office: 3 years (Required)
- Non-Profit : 3 years (Required)
- Attention to detail: 3 years (Required)
- Communication skills: 2 years (Required)
- Multitasking: 2 years (Required)
Work Location: In person
