Description

The Volunteer Coordinator assumes responsibility, coordination of, and oversight of volunteer service operations for the agency, from marketing opportunities to the public, to recruiting and retaining individuals and groups to build and sustain the volunteer workforce. The position focuses on agency mission and the Head Start Program Performance Standards to engage and preserve valued volunteers, who in turn, provide support in the delivery of high-quality services for children, families and staff. The position works in collaboration with all agency departments: Program, Philanthropy, Business Operations, as well as community partners, for the coordination of comprehensive program and agency services.

Requirements

Key Duties

Key duties include welcoming and directing visitors, coordinating meetings and appointments, and performing administrative tasks, including answering phones and responding to emails.

• Participate in and support coordinating activities within the Philanthropy Department to ensure efficiency and organization. 
• Manage internal/external volunteer meeting agendas and support in maintaining the volunteer and events calendar regarding appointments and events related to volunteers.
• Manage incoming phone calls, emails, and all other forms of correspondence with potential and current volunteers.
• ·Schedule a variety of meetings (notify participants of meeting times, location, and agenda), take meeting minutes, and send reminders for agenda items -- with board members, donors, leadership, and staff where appropriate in relation to volunteer-related planning and execution of goals related to volunteer activities. 
• Create and update database records for key personal and financial data.
• Submit reports, updates, and proposals as related to volunteer service goals.
• Coordinate with the Assistant Director of Communication to assist in the electronic and physical filing of photo releases as needed.
• Raiser’s Edge, Volgistics, excel, and other electronic tool training and use. 
• Maintain privacy compliance with all child, family, volunteer, and donor records - database, conversation, reporting, etc.
• Support team members in ensuring supplies are organized and labeled for ease of use and inventory; assist colleagues when there is an opportunity to do so.
• Coordinate operations team work requests as they relate to volunteer days and projects.
• Create folders for volunteers, tours, orientations, trainings, group information days, etc.
• Support the Social Media Committee.
• Develop relationships with volunteers and structure services to encourage trust and respectful two-way communication between volunteers and staff to create welcoming program environments that incorporate the unique cultural, ethnic, and linguistic backgrounds of families in the program and community.
• Collaborate with all staff in a partnership process that identifies needs, interests, strengths, goals, services, and resources that support volunteer placement(s). 
• Recruit and retain bilingual volunteers to assist staff in meeting the needs of dual language learners and their families;
• Confirm all volunteers complete and pass required state and local background screenings before placement.
• Confirm all volunteers abide by the program’s standards of conduct and implement positive strategies to support children’s well-being.
• Participate in the agency's annual self-assessment process and agency sub-committees to monitor and make continuous improvements to achieve agency goals.
• Promote coordination of services and maintain frequent contact (telephone, email, and/or in person) with volunteer workforce members, staff, and the community.
• Conduct monthly site visits and file audits; annual evaluation meetings with staff for feedback and continued program improvements.
• Require all volunteers to comply with program confidentiality policies concerning personally identifiable information about children, families, and other staff members in accordance with HSPPS subpart C of #1303.
• Monitor and track volunteer hours as outlined in agency protocols specific to HSPPS #1302.4.
• Ensure no child is left alone or unsupervised by volunteers; ensure volunteers follow appropriate practices to keep children safe during all activities.
• Provide all new volunteers an orientation that focuses on, at a minimum, the goals and underlying philosophy of the program and the ways they are implemented; health, safety, and childcare requirements to ensure child safety; reporting suspected or known child abuse and neglect; appropriate indoor and outdoor supervision of children; hygiene practices including handwashing, toileting, safe food handling, and exposure to blood and bodily fluids; emergency response plans specific to facility placement; child-specific health care needs and food allergies. 
• Provide regular and ongoing supervision of volunteers to support their development and continuous quality improvement of services.
• Follow agency-established Standards of Conduct, Personally Identifiable Information (PII), and Confidentiality Guidelines.
• Provide data updates and reporting as needed and requested - Extended Management, Leadership, and stakeholders. 
• All other duties as assigned.

CORE VALUES

WE CARE – At Children First, children are our first priority. We ascribe to these behaviors in the conduct of our work.

Welfare of Children - Put the health, safety, and well-being of children and their families first.

Excellence - Display knowledge and skills basic to his/her function and work to improve them; lead by example.

Communication - Communicate in a clear, concise, and appropriate manner; listen carefully and allow others to speak.

Accountability - Take responsibility for actions and behavior, can be counted on to get the job done.

Respect - Display a considerate interpersonal style, treating others with dignity; act in ways that earn trust.

Empathetic Teaming - Work collaboratively and cooperatively to meet the Children First mission and goals.

CORE EXPECTATIONS

In addition to satisfactory performance in the essential duties for this job, all employees must fulfill these basic performance expectations.

Mission Savvy - Know and understand Children First's mission, values, and goals.

Safety - Comply with all sanitation, hygiene, security, and other related policies and procedures.

Attendance - Attend to work assignments and schedules at all times.

Compliance - Adhere to all local, state, and federal regulations without compromise.

Service - Strive to provide outstanding service to children, families, colleagues, and the community.

Appearance - Maintain a neat and professional image at all times.

Professional Development - Attend internal and external meetings, training, and other activities to maintain job-required credentials.

JOB REQUIREMENTS / CORE COMPETENCIES / WORK ENVIRONMENT

The requirements listed below represent the knowledge, skill, and/or ability needed for this position. Reasonable accommodations as required to enable individuals with disabilities to perform the essential functions. 

HSPPS #1302.91 - A program must ensure all staff engaged in the delivery of program services have sufficient knowledge, training, experience, and competencies to fulfill the roles and responsibilities of their positions.

Licenses / Certifications

• Valid Driver’s License and acceptable driving record – proof of auto insurance within agency limits or access to transportation
• ­Immediate/continued enrollment in the Criminal History Registry-Child Care Division
• ­Current Health Appraisal, updated every two (2) years
• ­Certification in Infant/Child CPR and First Aid certification desired

Education and/or Equivalent Experience

• ­Preference given to those with a minimum of a Bachelor’s degree and at least 3-4 years in a fast-paced office environment.
• ­Three (3) years of professional experience working with volunteers, Head Start programs, and/or non-profit agencies;
• ­Must be comfortable with using technology: Systems management experience/database experience preferred
• ­State mandated 45-hour coursework completion or ability to complete within (180) days of hire

Competencies (Knowledge, Skills, and Abilities)

Knowledge of:

• ­Proficiency in Microsoft Office Suite – Word, Excel
• ­Experience working with nonprofit boards a plus
• ­Experience working with donor software programs, especially Raiser’s Edge, Volgistics, a plus.
• ­Adult learning principles, specifically working with generationally diverse workforce volunteers
• ­Community Resources access and availability
• ­Head Start Program Performance Standards
• ­DCF Licensing Requirements
• ­Early childhood education and intervention desired

Skill/Ability to:

• ­Exhibits the initiative and drive to achieve identified priorities, as well as understanding and communicating the organization's volunteer needs and the Philanthropy Department's administrative needs.
• ­Speak, read, and write English effectively; bilingual language(s) helpful.
• ­Collect, analyze, and utilize data to plan and monitor compliance for continued growth and quality improvements.
• ­Manage time, solve problems and make appropriate decisions in varying situations.
• ­Work collaboratively and cooperatively with fellow staff, parents, and community partners.
• ­Teach and/or train volunteers, utilizing adult learning principles.
• ­Lead, supervise, and build a team of volunteers with varying knowledge, skill, and ability levels.
• ­Translate theory and professional training into practice.
• ­Develop and maintain positive relationships with staff, community partners, and stakeholders.
• ­Utilizing agency resources, appropriately answering questions, and providing guidance to volunteers.
• ­Maintain sustained concentration and attention to detail.
• ­Use technology to plan, record, report, and monitor volunteer and office services.
• ­Set and maintain professional boundaries with families and volunteers.
• ­Work varied hours to accommodate the program's needs and weekends as needed.
• ­Work independently without intense supervision.

Physical/ Mental Demands

• Lifts and/or moves up to 50 lbs.
• ­Kneels, stoops, bends, reaches, stands, and sits on the floor to attend to children’s needs.
• ­Sitting for working at keyboard and desk, standing, driving for site visits, meetings, and events.
• ­Moves quickly in response to active children needing redirection to protect their and others' safety.
• ­Uses manual dexterity, reaches with hands and arms, stretches, and talks or hears.
• ­Responds both physically and mentally to emergency or crisis situations.

Environmental Conditions

• ­Variability in temperature, environment, and noise.
• Potential sensory response associated with children who are ill.
• ­Contact with children who are ill and/or possibly contagious.
• Contact with chemicals to clean and sanitize equipment and facility.
• ­This position requires the ability to lift and carry boxes of materials for meetings and events on occasion. The use of a personal car for official business travel may be required. A valid FL driver's license and proof of insurance are required. Some work on evenings and weekends will be required as needed for events. 

Benefits

• Personal time accrual after 90 days of continual employment.
• Participation in 403b retirement program at hire.
• Vacation time accrual after one year of continual employment
• Medical, dental, vision and supplemental benefits are available the first of the month following 60 days.