FT Volunteer Outreach Coordinator

Objective: Volunteers are an integral part of AWA’s success. The Volunteer & Outreach Coordinator coordinates and oversees all elements of AWA’s volunteer program to ensure the organization’s needs are met and the volunteers are respected and valued. Responsibilities include but are not limited to: assessing the organization’s needs and supporting those needs and objectives through the recruitment, placement, training, management, and retention of volunteers. The Volunteer & Outreach Coordinator works closely with all departments of AWA as needed to provide volunteers for programs. AWA’s Volunteer program provides volunteers for assistance and support in Operations (Shelter & Clinic), Development and Outreach/Events, as well as for special programs (Tales with Tails, Foster program, and Pet Therapy). Assists with developing, staffing, and managing Humane Education-related events.

Volunteer Program Functions:

Recruitment:

• Recruit volunteers through marketing and communications
• Work with members of the Humane Education and Development teams on recruitment strategies
• Engage networks (professional, social, internal/external) to identify potential volunteers
• Routinely review process for onboarding from application to first shift for efficiency

Volunteer Opportunities:

• Develop new volunteer opportunities
• Work with all areas/departments across AWA to understand how they work and assess their volunteer needs

Ensure availability and variety of appropriate volunteer opportunities

• Maintain proactive scheduling of all volunteer activity for each program and event

Training & Scheduling:

• Ensure appropriate job-matching, orientation, training, and support for volunteers
• Coordinate existing volunteer opportunities, including, but not limited to: Shelter and Clinic services, general housekeeping functions, greeters, foster parents, enrichment creation, fundraising and development, special events, and outreach events
• Create training materials and ensure frequent, effective training in key volunteer areas as well as safety; provide specialized trainings as needed
• Familiarize volunteers with AWA’s presence and activity within the larger community
• Ensure recognition of the value of volunteers to AWA

Evaluation & Appreciation

Develop and maintain a report with volunteers so they feel valued, needed and connected to the AWA mission

• Annually assess effectiveness of entire program
• Evaluate the effectiveness of volunteer opportunities
• Evaluate satisfaction of volunteers with their experiences at AWA
• Evaluate and manage the performance of individual volunteers
• Enforce volunteer code of conduct and procedures
• Organize an ongoing variety of volunteer recognition activities; plan and organize the annual Volunteer Appreciation including refreshments, awards, activities, etc.
• Increase staff awareness and appreciation of the role and function of volunteers
• Maintain, research, update, and create new volunteer policies, procedures, and job descriptions
• Maintain accurate records for individual volunteers including affiliations, skills, and training; write letters of recommendation for HS students and others

Special Volunteer Program (Pet Therapy & Fostering)

• Oversee program objectives
• Ensure specialized trainings are in place to meet program needs

Serve as primary contact for partner organizations and agencies

• Assist the Foster Care & Transport Coordinator as needed

Pet Food Pantry:

• Organize the distribution of pet food to those in need through our biweekly pantry, quarterly pantry and VOW programs.
• Network with community organizations for pet food distribution.
• Maintain data on families and animals served for reporting purposes.
• Purchase Pet Food Supplies for the quarterly Camden County Alliance Pet food events when necessary.
• Facilitate Employee Pantry Program.

Community Outreach:

Seek out and schedule opportunities to secure community awareness around AWA’s programs and services. Events include business events, town fairs, tables at local pet supply stores, etc.

• Meet annual Outreach goals:

o Set calendar, evaluate overall success

o Establish donation goals and supply drives

• Create shopping lists for events
• Coordinate volunteer participation and ensure proper coverage to minimize cancellations and ensure AWA presence is positive, branded, and professional
• Follow-up for all community events to determine success/areas for improvement
• Create displays and materials to be given out at Outreach events
• Keep Outreach supplies in order at all times
• Provide Digital & Website Coordinator with monthly schedule of events

Education:

• Provide support and back-up as needed to the Education Department
• Assist with ensuring areas and activities are covered such as Birthday parties, Kids’ Nights, Humane Education school visits, and on-site tours
• Ensure volunteers are scheduled for activities when needed, such as off-site Humane Education visits, and other activities

Development Department:

• Maintain awareness of AWA’s brand and style guidelines when creating material
• Identify AWA fundraising communications and tailor messages appropriately to engage volunteers
• Work closely with other departments and attend regular meetings to discuss collaborations and future fundraising and events
• Draft documents for AWA publications
• Track metrics to document AWA’s programs to share with supporters and for grant proposals/reporting
• Answer enquiries from supporters in a timely, efficient, and appropriate manner

Other:

• Monitor and be accountable for budget items and resources
• Prepare reports of activity relative to volunteer programs and outreach
• Maintain and update computerized database, communication tools, forms, and documents for all volunteer activities
• Maintain volunteer database (Volgistics)
• Performs other duties as assigned

Position Requirements:

• Ability to work cross-departmentally
• Commitment to the humane treatment of animals
• Adhere to all organizational policies and procedures and safety standards
• Demonstrate flexible and efficient time management skills and the ability to prioritize workload
• Ability to handle multiple tasks simultaneously
• Effective communication skills
• Analytical and problem-solving skills
• Ability to identify areas in need of improvement
• High-quality customer service skills
• Ability to learn quickly and efficiently
• Cash management and handling skills
• Punctuality and preparedness are crucial

Qualifications:

• Bachelor’s degree preferred
• 3-5 years’ experience managing volunteers in a non-profit setting preferred
• Valid driver’s license and a clean driving record required
• Knowledge of basic computer software required
• Familiarity with Salesforce preferred

Physical Factors:

• Work performed throughout the AWA facilities and across all departments. This will require exposure to animals, as well as animal handling
• Long periods of sitting, standing, leading groups in discussion, computer and telephone work, bending, stooping, reaching, and working outdoors in differing weather conditions may be required.
• Potential exposure to zoonotic diseases, dangerous and fractious animals, high noise levels, wet surfaces, hazardous chemicals, and sharp objects.
• Peanut butter used throughout the facility
• Ability to lift and move up to 25 lbs. unassisted, and over 25 lbs. with assistance

Working Conditions:

• A varying schedule, including days, evenings, and weekends are required to ensure maximum on-the-job contact with volunteers.
• Overtime work as necessary when approved.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person