Coordinator, Volunteer Engagement

Description

About the Oregon Humane Society
Founded in 1868, Oregon Humane Society is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness, and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we’re creating a More Humane Society.

The Team
The People & Culture team is a multifaceted and dedicated group of individuals that plays a crucial role in advancing OHS’s mission in shaping our organization's culture to ensure the well-being of our employees, volunteers, and community. Comprised of experts in human resources, project management, employee communications, safety, emergency response, community education, volunteer management, facilities, and learning and development, our team builds and fosters a safe, inclusive, and supportive environment for our organization, reflecting our core values and commitment to OHS’s mission. 

The Position
The Volunteer Engagement Coordinator provides daily volunteer operational and administrative support onsite. In addition, they provide administrative and logistical support during orientations and special events. They support the recruitment, training, mentoring, appreciation and retention of OHS volunteers, while also providing guidance, support, and resources to staff who oversee volunteers.

Essential Responsibilities
PERSONAL LEADERSHIP
•    Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances.
•    Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to the organization and customer service values, while treating all people with respect and dignity. 
•    Demonstrates an awareness of individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning.

VOLUNTEER LEADERSHIP & MANAGEMENT 
•    Manage, support, and provide coaching feedback to volunteers, and create and sustain a work environment of mutual respect where volunteers strive to achieve excellence within their teams and embrace their role and responsibilities in advancing shared goals and priorities. 
•    Manage day-to-day implementation and support for key activities including coordination with other teams implementing complementary activities. 
•    Role model inclusive leadership, creating an environment where diverse viewpoints are welcomed and actively engaged.

LEARNING
•    Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.
•    Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.
•    Assist in the development and maintenance of training for volunteers, including hands on animal handling, in-person and online trainings. 
•    Assists the Manager, Volunteer Engagement with updating volunteer and training manuals, materials, virtual, and in-person training sessions.

INFLUENCE & REPRESENTATION
•    Communicate effectively to stakeholder groups to ensure they are informed and able to actively engage.
•    Liaise with and maintain productive relationships with all stakeholders, including other departments, and donors; build mutually rewarding professional relationships inside OHS at all levels.
•    Leverage our best practices externally and grow OHS’ reputation as a leader in the animal welfare space.

PRIMARY RESPONSIBILITIES
Customer Service:
•    Respond to general program and scheduling questions from participants and the public via telephone, email, or in person.
•    Serve as one of the primary contacts for existing and potential volunteers.  
•    Promote inclusion for volunteers of varying abilities, design modifications/accommodations to volunteer activities to create personalized service plans, communicate with job coaches and caregivers.

Data & Systems:
•    Works with Volunteer Engagement Data Specialist with volunteer program data, including purging lists, creating records, maintaining volunteer contact information, records of volunteer service, and data on volunteer shifts.
•    Works with Volunteer Engagement Data Specialist to provide database training to staff and volunteers, including staff in other departments. 

Program Support:
•    Works with the Manager, Volunteer Engagement to build a community centered on respect and appreciation where everyone feels welcomed, valued, and empowered to contribute to the well-being of animals in need. 
•    Act as a resource for conflict resolution among guests, staff, and volunteers according to established procedures.
•    Assist with a weekly electronic volunteer newsletter, moderate online groups, schedule volunteers, attend OHS events and assist with updating volunteer documents and volunteer training manuals.
•    Coordinates recruitment, onboarding scheduling, motivation, feedback, documentation, retention of shelter volunteers.
•    Coach shelter personnel in the integration of volunteers within shelter programs and departments.
•    Train and coach staff to work effectively and cooperatively with volunteers. Provide guidance, support, resources, and tools to staff who supervise and work with volunteers.  
•    As a member of the Volunteer Engagement staff team, plan and coordinate logistics for volunteer orientations and trainings. 
•    Provide ongoing training for all volunteers regarding policies and shelter programs.
•    Maintain confidentiality of information and sensitive topics according to OHS policies and procedures.
•    Attend and assist with volunteer event functions.
•    Work with animals of varying size and temperament on an occasional basis, handling individual animals in a safe, caring, and respectful manner.
•    Promote a non-judgmental atmosphere.
•    Prepare and conduct volunteer surveys and other communications.
•    Develop effective methods for staff/volunteer communication and provide current information to volunteers.  
•    Monitor and assess the volunteer needs for weekly scheduling of recurring and stand-alone shifts; recruit replacements when shifts are open, including last-minute department requests for volunteers.
•    Plan and coordinate volunteer participation in shelter events, including fundraisers, adoption events, vaccine clinics, outreach and other programs, as well as onsite supervision of volunteers at events. 
•    Work with staff to identify volunteer needs for special projects and events.
•    Recognize and celebrate volunteer contributions through events, awards and other recognition efforts.
•    Maintain the volunteer spaces within the shelter with information and supplies.
•    Follows all safety guidelines to ensure a safe work environment. Takes immediate action to address any safety concerns or noncompliance with safety rules that could put an employee, volunteer, client, animal, or the organization at risk.

SUPERVISOR RESPONSIBILITY
Supervises: No direct supervisory responsibility may provide daily leadership to volunteers.

ACCOUNTABILITY
Reports Directly To: Manager, Volunteer Engagement 
Often Engages Directly With: Volunteer Engagement team, broader People and Culture team, and Operations staff.

Qualifications

Minimum Qualification & Transferable Skills
We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship, and/or service will contribute to Oregon Humane Society.
•    The ability to authentically represent the mission, vision, and values of OHS and a passion for animals.
•    The ability to work independently and exercise sound judgment.
•    The ability to maintain a professional demeanor during all interactions with the public, partner agencies, donors, staff, and volunteers.
•    The ability to learn and quickly navigate relevant volunteer management software solutions. 
•    The ability to perform data entry with a high level of accuracy.
•    Proficiency using the Microsoft Office Suite, including Outlook, Word, Excel.
•    Excellent verbal and written communication skills - able to communicate with a diverse population in a consistently informative, respectful, and professional manner.
•    Available to work one weekend day on a regular basis, and evenings and holidays as needed.

Preferred:
•    One year of experience working with youth or adults in a volunteer or similar environment.
•    Familiarity with Oregon Humane Society’s programming and operations. 

Work Environment Conditions & Physical Requirements
This position interacts and collaborates will all levels of the organization, including OHS staff, executive team members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication are carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional, and respectful in all circumstances.

WORKING CONDITIONS 
•    Work is performed in an office and medical center/animal shelter environment.
•    Travel between the two campuses may be required.
•    Working at both campuses may be required. 
•    Weekend and evening work required.
•    Animal contact and related injuries may occur.
•    Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations.
•    Exposure to different smells including any smell associated with an animal or their medical treatment.
•    The pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion.
•    Contact with angry or emotional people may occur. 

PHYSICAL REQUIREMENTS
•    Occasional lifting and moving of inanimate objects weighing up to 50 lbs.
•    Occasional pushing and pulling of carted items weighing up to 100 lbs.
•    Occasional moving items above shoulder level. 
•    Occasional use of hands and arms at or above shoulder level. 
•    Prolonged standing, sitting, and/or stooping may occur. 
•    Occasional climbing and bending.
•    Must be able to remain in a stationary position for prolonged periods.
•    Ability to respond and perform life saving techniques in an emergency.

Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect, and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity
Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.

At-Will Employment
This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

Salary : $21 - $22