Volunteer Coordinator

*This position is flexible PT or FT.

Summary: 

The Volunteer Coordinator is responsible for overseeing all aspects of the volunteer program, including communication, recruitment, training, retention, recognition, and placement, as well as a range of administrative duties. The Volunteer Coordinator will serve as the on-site point of contact for volunteers, support communication between volunteers and various departments/programs, and ensure departments/programs are able to meet their volunteer needs. This position will maintain a commitment to the mission and vision and culture of BTAA while performing duties.

Essential Duties and Responsibilities: 

• Grows and implements new volunteer programs/positions to support the work of the organization.
• Develops and implements strategies to recruit volunteers. Responds to inquiries regarding the volunteer program. Interviews and screens potential volunteers.
  • Coordinate with Animal Care Center, Thrift Store, and Medical team leadership to determine volunteer staffing needs; devise training and recruit volunteers to meet those needs.
  • Liaisons with community organizations and businesses to promote the organization's mission and expand the potential volunteer base
• Organizes and conducts routine orientation and training of volunteers making sure all aspects of the training are in accordance with the organization's mission, vision and culture. Updates training materials and programs as needed and alerts volunteers to relevant education opportunities.
• Matches volunteers to appropriate jobs seeking to fulfill the needs of the organization as well as the individual. 
• Manages a calendar of volunteer job assignments and monitors compliance by volunteers. Regularly surveys staff to reassess needs for volunteer assistance and updates job assignments as needed. Ensures all volunteers have signed necessary forms; are reporting their hours; and volunteer rosters are up to date.
• Maintains volunteer personnel records using Better Impact, noting special skills and interests, and updating qualifications. Records volunteer duties and hours donated and notes incidents and injuries. Prepares operational reports on volunteer activities. Prepares budget reports as directed by management.
• Oversees the Community Service program.
• Supervises volunteers in performance of duties providing them continuous feedback and special guidance when requested or required. Assists in resolving disputes and terminates volunteers not fulfilling the required duties. 
• Organizes formal and informal volunteer appreciation efforts (awards, celebrations, etc.). Mentors staff and senior volunteers on how to interact with volunteers to make them feel appreciated and useful.
• Works closely with the Foster Coordinator to ensure all fosters and volunteers are managed effectively and cohesively.
•  Secures and organizes volunteers for events and programs (off-site adoption events, community clinics, Critter Camp, etc.)
  • Attends events to lead volunteers
• Creates monthly volunteer email communication including upcoming events and opportunities
• Keeps all volunteer materials and programs current, including volunteer handbook, job descriptions and department forms.
• Creates and maintains a successful youth program and works to grow their participation and success while generating a revenue stream for the organization. 
• Carries out other special projects and assignments as needed.  

Supervisory Responsibilities:

Directly supervises volunteers.

Responsibilities include recruiting, training volunteers; planning, assigning, and directing work; rewarding volunteers; addressing complaints and resolving problems.  

Competencies: 

To perform the job successfully, an individual should demonstrate the following competencies:

• Oral Communication – Speaks clearly and persuasively in positive or negative situations, listens and gets clarification, responds well to questions, participates in meetings. 
• Written Communication – Writes clearly and edits work for spelling and grammar, able to read and interpret written information. 
• Internal/External Customer Service – Manages difficult or emotional customer situations, responds promptly to customer needs, solicits feedback to improve service, responds to requests for service and assistance, meets commitments, supports everyone’s efforts to succeed. 
• Cost Consciousness – Develops and implements cost saving measures, contributes to profits and revenue, conserves organizational resources. 
• Ethics – Treats people and animals with respect, keeps commitments, inspires the trust of others, works with integrity and ethically, upholds organizational mission and values. 
• Safety and Security – Observes safety and security procedures, reports potentially unsafe conditions, uses equipment and materials properly.
• Attendance/Punctuality – is consistently at work and on time, ensures work responsibilities are covered when absent, arrives at meetings and appointments on time. 
• Dependability – Follows instructions, takes responsibility for own actions, keeps commitments, commits to long hours of work, when necessary, completes tasks on time or notifies appropriate persons with an alternate plan. 

Position Requirements: 

• Minimum 2 years experience in a high-standard customer service environment required. 
• Minimum 1 year supervisory experience required. 
• Ability to work as part of a team.
• Ability to lead staff and alter positive culture changes through an inspirational and compassionate management style while properly managing personnel issues in a timely manner and using respectful candor as a way to improve performance. 
• Demonstrates compassion, integrity, respect and stewardship toward people and animals. 
• Proficient in MS Office programs and computer knowledge/experience required. 
• Valid driver’s license with a clean driving record required.  
• Some travel may be required. 

Physical Demands: 

While performing the duties of this Job, the employee is regularly required to walk and sit and stand; is regularly required to use both hands to make coordinated movements to grasp or type; is regularly required to lift and /or move up to 20 pounds, frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 40 pounds. 

Work Environment: 

The employee is occasionally exposed to toxic or caustic chemicals. The employee is occasionally exposed to fumes or airborne particles. The employee may be exposed to animal feces and animals with a potential for zoonotic exposure.