UGM - Volunteer/Events Coordinator

Job Title: Volunteer and Event Coordinator    
Location: Trent, Camp, Spokane Enterprises
Reports To: Director of Community Engagement and Secondarily to the House Director
Date Revised: July 2023
 
UGM considers every position one of ministry and a vital and valued part of our team.  Therefore, it is essential that all employees of UGM have a personal relationship with Jesus Christ and subscribe to our Statement of Faith and Core Values. Additionally, employees must be willing to lead and/or participate in Bible study, prayer, devotions and sharing the Gospel.
 
SUMMARY OF POSITION: Supervises and manages the Volunteer department and Special Events for Trent, Spokane Enterprises, and Camp, using the High Impact Process of Recruiting, Selecting, Equipping and Leading in each department and arm of the ministry.  This person stewards the Volunteer Journey.  This is described to cover the one-time opportunity to the most dedicated High Impact Volunteer.  This person also leads and coordinates the short-term/one-time volunteer opportunities at the assigned locations.  Finally, this person will ensure that in-house events are planned, and this person will participate in the execution of all UGM Events as they relate to the house.
 
DUTIES & RESPONSIBILITIES:
 
Key Result Area #1: Manages and Oversees Volunteer Department at assigned locations.
•    Provide monthly volunteer Orientation Class with tours of facility.
•    Conducts volunteer interviews, background checks, volunteer references and spiritual assessments within a 2-week time-period.
•    Volunteer placement and name badges ordered upon completion of the interview process.
•    All volunteers will receive a departmental job description.
•    30- and 60-day volunteer assessment is completed on each volunteer
•    Will meet with Department heads to assess their volunteer needs.
•    Will ensure that conflict resolution is being used to resolve concerns involving volunteers and staff.
•    Effectively utilize Virtuous and Virtuous Volunteers CRM management tool to record volunteer activity.
•    Updates and maintains volunteer ministry monthly and yearly statistics.
•    All volunteers will receive pertinent communication through Virtuous Volunteers keeping volunteers updated with events, trainings, and meetings.
•    Provide support and assistance for Trent, Camp and Spokane events and the Annual Gathering specified by Director of Community Engagement.
•    Attend assigned staff meetings, bi-monthly UGM staff meetings, as well as attendance at yearly UGM staff retreat.
•    Provide monthly activity report to Director of Community Engagement.
•    Email and phone correspondence will occur within 24 hours.
•    Community events impacting other departments will be approved prior to agreeing to participate in them.
•    Participates in Development meetings as assigned.
•    SMART Goals and/or WIGS (wildly important goals) are being identified and achieved.
•    Submits all UGM credit card receipts and invoices in a timely manner.
•    Adhere to all HR and organizational policies and procedures.
•    Other assigned duties are completed satisfactorily.
 
Key Result Area #2: Manage all internal and various assigned Special Events in support of Trent and/or UGM.
 •    Conduct and supervise coordination for assigned in-house, resident, holiday, seasonal and training events.
•    Provide and coordinate set up and tear down for each assigned event.
•    Supervises the maintaining and organization of the hospitality closet.
•    Assists with supporting awareness of UGM/Trent through events (House Events to be decided, like UGM Connect, Phase Up, and all UGM Events like The Annual Gathering.
•    Attend event planning and debriefs as needed.
•    Effectively oversee, utilize, and train residents, volunteers for special events
•    Provides Special Events and general activities with strong, sufficient, and qualified volunteers.
•    Submit BEO’s and collaborate with kitchen team regarding events that involve food in a timely manner.
•    Strong Interpersonal skills - exercise compassion and discernment while modeling the teachings of Jesus Christ.
•    As a unified team member, will honor the leadership, chain of command, and standards and ministry objectives of Union Gospel Mission
 
Key Result Area #3: VOLUNTEERS (From one-time Volunteers to Associate Staff
•    Champion / teach / model, the High Impact Model of Volunteerism.
•    Provide opportunities for the Community to engage UGM in one time Volunteer opportunities.
•    Cast Vision to staff related to the opportunity of bringing in Volunteers.
•    Each staff knows how to request a Volunteer be assigned and is trained to equip their volunteers for purposeful service.
•    Effectively Equip and utilizes volunteers in the volunteer and events department, allocating adequate time and resources
•    Provide department head staff with the necessary information and support to promote volunteers to Associate Staff positions.
•    Ensures an annual Volunteer Appreciation effort and acknowledges volunteers throughout each year.
•    Coordinate Community Service work groups and church groups, for seasonal, holiday and event needs.
•    Assist Ministry Advancement Coordinator with tours and other assignments as needed.
•    Volunteer scorecards will be accessed quarterly.
•    Ensure that Volunteer and Event volunteers have a job description.
•    Occasional nights and weekends are required to fully engage in this role.  

SKILLS & QUALIFICATIONS:
•    Committed Christian, able, and willing to model servant-leadership and interested in being part of a ministry for the poor, homeless, drug addicted and mentally ill. Grounded in the Christian faith as a mature, active member of the body of Christ. In accordance with Union Gospel Mission Statement of Purpose, Statement of Vision, and Statement of Faith.
•    Strong Interpersonal skills - exercise compassion and discernment while modeling the teachings of Jesus Christ.
•    As a unified team member, will honor the leadership, chain of command, and standards and ministry objectives of Union Gospel Mission.
•    Follows UGM policy regarding addressing and resolving conflict amongst team members, volunteers, and residents.
•    Know and able to communicate and embrace UGM’s cultural Core Values and their indicators. The Core Values are applied and observed.
•    Computer literate (Microsoft 365, Word, Excel, Outlook, Virtuous, UKG Ready HR, Web Browser); able to complete documents, reports and accurately record information. Must be willing to continue education as needed or required.
•    Excellent communication skills written, verbal and instructional.
•    Be a self-starter who can complete work with minimal oversite.
•    Able to work individually or part of a team.
•    Must have a teachable spirit and the ability manage multiple emotional and task related variables, listen, and make sound decisions in alignment with UGM’s purpose.
•    Minimum 3 years of sobriety, if in recovery.
•    Insightful, trustworthy, honest, reliable, model appropriate boundaries, and strong work ethic.
•    Valid Washington or Idaho driver’s license– required.
•    Yearly TB clearance – required.
•    Criminal background check clearance – required.
 
WORKING CONDITIONS/PHYSICAL FACTORS:
Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%
•    Work is primarily indoors and may require climbing three flights of stairs, sitting, standing, bending, reaching, and going from building to building - Continuously.
•    Requires ability to lift and /or move 10-25 lbs. frequently.
•    Requires working with a diverse population, many of whom struggle with homelessness, addiction, and mental illness – continuously.
•    Requires a sustained level of high energy, stamina, and the ability to move about all the facilities on a regular and ongoing basis – frequently.
•    Requires the ability to hear, see, and speak clearly – continuously.
 
EQUIPMENT/TOOLS USED:
Computer (Microsoft 365, Word, Excel, Outlook, Virtuous and Virtuous Volunteers, UKG Ready HR, Web Browser), Copier/printer, label maker
 
EXPECTATIONS:
•    Your first team is Development/Community Engagement.
•    Your second team is the house (Trent).
•    Plan and execute regular Volunteer Orientations.
•    Conduct interviews with each potential High Impact Volunteer and placing the Volunteer in a good role within UGM.
•    Plan and execute, in collaboration with each Volunteer Coordinator, all Events assigned.
•    Report monthly stats to Senior Leadership.
•    Work with House leadership as to the appropriate ways to connect with the House.
•    Cast Vision with Staff about the importance of Volunteers at UGM.
•    Visit with Staff, encouraging and challenging them to engage their volunteers.
•    Provide training as needed.
•    Connect with Churches, schools, etc. related to inviting them into UGM.
•    Participate in the overall Development Team effort, ensuring the Donor Journey is well maintained.
•    Gathering Volunteer needs from UGM staff.
•    Planning and executing the Volunteer appreciation efforts yearly.
•    Plan and organize tours inviting the public to engage and see what UGM is about.
•    Coordinate the engagement of volunteers at each location assigned.
•    Engage in yearly SWOTS and planning, continually asking the question, how can we improve?  
•    Championing the idea that UGM is the best place to live out the Great Commission – locally.