Volunteer and Foster Program Coodinator

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Organizes, coordinates and manages the recruitment of volunteers for the shelter. 

Works with social, civic and local organizations to develop partnerships, where appropriate, to develop and/or utilize volunteers. 

Develops and implements training programs for all volunteers. 

Maintains updated records on all volunteers. 

Sets up and attends volunteer meetings. Reports to staff on volunteer activities as needed. 

Recommends and develops ongoing volunteer utilization. 

Develops and implements a volunteer recognition program. 

Supervisory Responsibility 

This position has no direct staff supervisory responsibilities, but does supervise the entire volunteer force. 

Plan the volunteer program/service 

• Develop and implement goals and objectives for the volunteer program which reflect the mission of the organization 
• Assess the need for volunteers to enhance program/service delivery Develop a budget for the volunteer program activities 
• Conduct ongoing evaluation of the programs and services delivered by volunteers and implement improvements as necessary 

Organize the volunteer program/service 

• Develop, administer, and review policies and procedures, which guide the volunteer programs and services, and reflect the overall values of the organization 
• Develop and administer forms and records to document the volunteer activities 
• Identify volunteer assignments that provide meaningful work for volunteers and write the volunteer position descriptions in consultation with staff as appropriate 

Engage volunteers 

• Promote the volunteer program to gain community support of the volunteer program and the organization 
• Develop and implement effective strategies to recruit the right volunteers with the right skills 
• Develop and implement an intake and interview protocol for potential volunteers to ensure the best match between the skills, qualification, and interests of the volunteers and the needs of the organization 
• Implement a screening process for potential volunteers according to accepted screening standards and practices 

Lead the volunteer program/service 

• Train staff to work effectively and cooperatively with volunteers 
• Orient volunteers to increase their understanding of the organization, its clients, its services and the role and responsibilities of volunteers 
• Ensure that volunteers are given appropriate training to be successful in their positions 
• Ensure that volunteer check-in procedures are followed and records of volunteer hours are maintained according to established procedures 
• Ensure that volunteers receive the appropriate level of supervision 
• Assist with conflict resolution among clients, staff and volunteers according to established procedures 
• Establish and implement a process for evaluating the contribution of individual volunteers 
• Plan and implement formal and informal volunteer recognition activities to recognize the contribution of volunteers to the organization 

Control the volunteer program/service 

• Evaluate the risks associated with each volunteer position and take appropriate action to control the risks associated with the program or service 
• Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations 
• Evaluate the contribution of each volunteer on an annual basis 
• Prepare an annual report on the contribution of the volunteer program to the organization 
• Administer and monitor expenditures for the volunteer program against the approved budget 

The main goal of a Volunteer Coordinator is to ensure an organization has enough volunteers to fulfill its service mission. To meet that goal, a Volunteer Coordinator must perform a variety of duties involving recruitment, training and program planning. We reviewed several Volunteer Coordinator job postings to determine the core duties associated with this job. 

Recruit Volunteers 

When an organization needs new volunteers, the Volunteer Coordinator uses a variety of methods to attract suitable candidates. The Volunteer Coordinator may place advertisements in the newspaper, post volunteer opportunities online or attend job fairs with the hope of meeting new volunteers. Volunteer Managers also interview potential volunteers to determine if they are a good fit for the organization. 

Train Volunteers 

Once a new volunteer comes on board, it is the Volunteer Coordinator’s responsibility to provide comprehensive training. Volunteer Coordinators often conduct orientation sessions; give new volunteers tours of the building and help new volunteers are settled into their roles. In some cases, the Volunteer Coordinator also teaches volunteers new skills. 

Create Program Reports 

Without the right data, it is difficult to determine if a volunteer program is meeting its goals. Volunteer Coordinators collect data from volunteers and paid staff members, use the data to create reports and distribute those reports to key personnel in the organization. 

Schedule Volunteers 

The Volunteer Coordinator works closely with volunteers to come up with a schedule that works for everyone. If the organization has a special event planned, the Volunteer Manager is also responsible for ensuring the right number of volunteers is available to handle the extra work. 

Determine the Need for Volunteers 

Some volunteers stay with the same organization for years, but others stop volunteering after just a few months. A Volunteer Coordinator must be able to anticipate these changes and plan accordingly.

Foster Program

• Manage and coordinate a robust animal Foster program
• Set up and conduct home visits for potential foster homes
• Compile and manage all statistical data for the foster program
• Set up and coordinate foster animals being available for offsite adoption events
• Ensure that all animals within the foster program are being properly cared for and all resources are provided to the foster families   

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Associates Degree in Marketing, Public Relations, Event Planning Business Administration or related field.  Bachelor’s degree preferred.

One year related experience or prior experience working with Animals required.  Any equivalent combination of education and experience, which provides the minimum level of qualifications, stated above.  Valid Driver's License and a satisfactory Motor Vehicle Record (MVR).  

Licenses and Certifications:

Valid Class I Driver's License and a satisfactory Motor Vehicle Record (MVR).

C.P.R. Certification desirable.

Knowledge, Skills, and Abilities:

Working knowledge of the animal shelter profession. 

Knowledge of the safe handling and general welfare of large and small animals.

Knowledge of pertinent animal control laws, regulations and ordinances.

Knowledge of work hazards.

Ability to care for animals.

Ability to establish and maintain effective working relationships public officials, other employees and to deal with the public in a courteous and pleasant manner.

Strong leadership skills with the ability to think quickly on your feet.

Ability to professionally advocate Hall County’s’ position on issues.

Able to educate people about the process of TNR in a clear and effective manner.

Knowledge and experience with feral cats and trapping cats, and knowledge about how to safely operate cat traps.

Excellent people skills. You must be friendly, confident in your knowledge and able to convey your message clearly. 

Good management skills. You will be working with diverse groups and individuals, keeping everyone on the same page.

Accurate record-keeping and ability to provide monthly reports on various programs.

Proficiency with Internet navigation and a variety of computer software applications, including Microsoft Office and Google. Ability to learn additional software applications, as needed.

Strong interpersonal skills to handle sensitive and confidential situations. The ideal person for this job is a team player, personable, professional, upbeat and energetic, takes the initiative, and uses tact and diplomacy.

Proven written and verbal skills.

ADA Minimum Requirements:

Physical Ability: Essential functions continuously require the ability to move/transport items weighing up to 10lbs. Incumbents constantly must think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Essential functions continuously require incumbents to be on call; work irregular hours (nights and/or weekends); meet deadlines; operate equipment; and stay organized. Essential functions continuously require incumbents to work irregular hours (nights/weekends); direct others; handle confidential information; use a keyboard/type; maintain stamina during workday; meet deadlines; stay organized; and use math/calculations. 

Essential functions frequent require the ability to remain in a stationary position (sitting/standing); move oneself about the worksite by walking; maintain body equilibrium to prevent failing when walking, standing, crouching or navigating narrow, slippery or erratically moving surfaces; repetitively use hands/arms/legs; and move/transport items weighing between 11lbs and 50lbs.  Essential functions frequently require incumbents to be on call and attend work related meetings and trainings. 

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, twisting at the waist, hips or knees; ascend and descend ladders, stairs, and ramps; reach overhead; position oneself by crouching/kneeling; push or pull items; and grasp items. 

Sensory Ability: Essential Functions require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use tools and equipment.

Environmental Factors: Essential functions are continuously performed with exposure to fumes, gasses, odors, and dust; extreme noise; and wet, slippery floors and surfaces. Incumbents continuously must be able to work with others. 

Essential functions are frequently performed with exposure to adverse environmental conditions, including inclement weather or dry environments; extreme hot or cold temperatures; and risk of bodily injury from hazards including biological, chemical, and sharp objects/tools.

Essential functions are occasionally performed with exposure to risk of bodily injury from hazards including electrical and heavy machinery; high places/high heights; dirt/mud, fumes, gasses, odors, dust; moving mechanical parts; and hot temperature devices including burners. Incumbents occasionally must be able to work alone. 

Incumbents regularly must be able to work around equipment/machinery; drive county vehicles and other equipment; and walk on uneven ground. 

This class specification should not be interpreted as all-inclusive.  It is intended to identify the major respon­sibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.