Volunteer and Event Coordinator

Job Description

Job Description

Job Title : Volunteer and Event Coordinator

Team : Development

Classification : Full-Time, Non-Exempt

Reports To : Director of Development

Direct Reports : None

Effective Date : February 2025

Position Summary

The Volunteer and Event Coordinator creates and implements a volunteer program and organizes volunteer support to meet the needs of our organization while also playing an essential role in planning, organizing and executing events for Oliver Gospel. This role manages volunteers, providing direction, coordination and consultation for all volunteer initiatives across the organization. Engages a diverse community of supporters to perform specific duties to help raise funds and carry out tasks that fulfill organizational needs and offset costs for operations. Volunteer opportunities include in-house volunteers for client / program and fundraising events as well as outside drives.

Oversee all administrative activities and processes related to the volunteer program, including maintaining volunteer database, managing volunteer scheduling and assignments, creating volunteer job descriptions, communicating with volunteers regarding scheduling and expectations, ensuring compliance with organizational policies and procedures, monitoring volunteer performance and providing feedback and coordinating volunteer recognition and appreciation efforts. Leads volunteers through orientation and training and cultivates relationships with volunteers to ensure a positive and rewarding volunteer experience.

The ideal candidate is a proactive and detail-oriented individual who excels in volunteer and event management, thrives in a fast-paced environment, and is passionate about serving vulnerable populations.

Position Qualifications

For Employment with Oliver Gospel

A born-again believer in Jesus Christ

Affirm without reservation Oliver Gospel’s Statement of Faith

Fully support Oliver Gospel’s Statements of Mission, Vision, and Values

Ability and desire to work in harmony with other Oliver Gospel employees

Due to sensitivity for potential impact upon Oliver Gospel’s Program Participants, the use of tobacco

and / or vaping products is not permitted during scheduled work hours or at any Oliver Gospel event

Valid South Carolina driver’s license

For the Volunteer and Event Coordinator

Sales, Communications, Business, or Public Relations degree preferred or a combination of applicable education and experience

Experience with volunteer management systems preferred

Experience in sales or customer service required

Experience with fundraising and networking required

Exceptional public speaking, writing and typing skills preferred

Must be flexible to cover duties assigned outside of a regular work schedule required

Knowledge of PC-based software and relevant applications and office equipment preferred

Position Responsibilities

Volunteer Role :

Establish goals and strategies for a volunteer program that supports our mission.

Consult with staff to assess organizational needs and identify volunteer opportunities within the organization.

Foster a rewarding volunteer experience that helps volunteers fulfill their philanthropic goals through a meaningful relationship with our organization.

Institute volunteer program policies and procedures to assist volunteers at various stages of their engagement, including but not limited to application forms, waivers, documentation of volunteer hours, policy documents and agreements, and orientation manuals.

Utilize our database system to maintain volunteer records and track volunteer statistics.

Create and maintain volunteer sign-up forms.

Write volunteer position descriptions.

Coordinate ongoing volunteer publicity and awareness communications and oversee the creation and use of all volunteer support materials including brochures, fliers, website copy, etc.

Lead volunteers through orientation, onboarding, facility tours and training.

Match volunteer skills and interests with existing volunteer needs to support the various areas of operations including food services, crisis shelter ministry, recovery ministry, aftercare ministry, case management, administrative services, maintenance and facilities, and vocational enterprises ministry.

Evaluate all aspects of volunteer programs for efficacy and recommend / implement changes as necessary.

Maintain accurate records and provide timely statistical and activity reports on volunteer participation.

Host and attend volunteer recruiting events within the community to attract qualified candidates.

Develop and maintain relationships with other volunteer organizations within the area.

Cultivate relationships with volunteers and provide ongoing support, guidance and feedback, and engage in discussions to address concerns and foster collaboration.

Work alongside executive staff and Development team to engage businesses and corporations interested in participating with Organization Name through volunteer initiatives.

Support the Finance Director in developing the volunteer budget.

Manage volunteers for several holiday events including, but not limited to, Thanksgiving, Christmas and Easter meal outreach programs.

Manage and facilitate community drives for in-kind goods, coordinating with the groups involved to ensure they have necessary collateral and print materials.

Represent Organization Name during speaking engagements in the community as needed.

Event Role :

Plan, coordinate, and execute a variety of events, including fundraising galas, volunteer appreciation events, community outreach activities, and awareness campaigns.

Oversee all logistical aspects of event planning, such as venue selection, vendor management, catering, AV needs, and transportation. Ensure all details are managed effectively and efficiently.

Work with the Development Director to create event budgets, track expenses, and ensure cost-effective use of resources. Seek sponsorships and donations to offset event costs.

Partner with the Marketing team to create promotional materials, digital campaigns, and social media strategies that align with each event. Collaborate with the Development team to engage donors, sponsors, and volunteers.

Provide post-event reports, including tracking attendance, donations, and overall outcomes. Follow up with attendees and donors to thank them for their support and strengthen relationships.

Work with the Development Director to identify opportunities for fundraising during events, such as silent auctions, raffles, or donation drives.

Core Competencies

In-person position with most of the work conducted indoors in a typical office environment with little exposure to excessive noise, dust, fumes, vibrations and temperature changes approximately seventy-five percent (75%) of the time.

Frequent computer and / or telephone use at workstation up to eight hours at a time.

Frequent work at a fast pace with unscheduled interruptions.

Responsibilities may require an adjusted work schedule and evening / weekend hours to meet deadlines, oversee volunteer activities, and participate in awareness, fundraising and outreach events.

Collaborate with Development team members, executive staff, board members, organization staff, donors, community members, external partner agencies and vendors to achieve goals.

Travel (walk or drive) from one work location to another as needed to engage with volunteers.

Some travel is required for conferences, industry events and meetings.

Mental and Physical Demands

Ability to work in a changing, growth-oriented environment

Ability to concentrate and apply mental processes

Ability to respond appropriately to stressful situations

Ability to work with disruptions, critical issues and emotional individuals

Ability to operate with a positive attitude

Ability to move seamlessly from one task to another

Ability to participate in travel experiences

Ability to move about inside the facility to engage employees, residents and / or guests

Ability to operate a computer and other office machinery for long periods of time

Ability to climb stairs, bend, squat, kneel, and reach upward and / or outward in performing tasks

Ability to frequently lift, carry, push and / or pull items weighing up to 10 pounds

Ability to engage in limited exposure to health-related issues, such as colds, viruses, etc.