Volunteer Program Coordinator

TITLE: Volunteer Program Coordinator

Employment Status: Full Time

DEPARTMENT: Operations

REPORTS TO: Manager, Volunteers

Reg. Hours Worked: 40/Week, Non-Exempt

Hourly Rate: $22/hr

In-Person: Pasadena, CA

Benefits:

• 5 Paid Flex Days
• 13 Paid Holidays
• 12 Paid Vacation Days
• Medical, Dental, Vision Insurance
• 403b Account Match

JOB SUMMARY

The Volunteer Coordinator is responsible for managing general volunteer inquiries, ensuring accurate data entry and management of the Rosterfy database, and serving as the main point of contact for Adopt a Meal groups. This role requires a confident communicator who thrives in direct, independent interactions with volunteers and is comfortable engaging with new people via email, phone, and in person. The ideal candidate must be eager and willing to be present at program sites, working closely with individuals experiencing homelessness to support volunteer efforts and organizational goals.

SCHEDULE

Monday through Friday, 10:00am - 6:30pm, with potential weekend and evening work required. Must be available to work the day before and the day of Thanksgiving. The winter holidays are also a particularly busy time for the department.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following:

• Oversee ongoing accurate organization, volunteer orientation, placement, administration, record keeping, reporting, and scheduling.
• Independently manage general communication with volunteers and volunteer-related committees, confidently addressing inquiries and building relationships via email, phone, and in-person interactions.
• Serve as the primary contact for the USHS Adopt A Meal program, providing regular communication with volunteers, onsite greetings, and tours for AAM groups.
• Lead recruiting efforts for the Adopt-a-Meal program, leveraging strong interpersonal skills to connect with new individuals and groups.
• Represent USHS by presenting at service fairs, other institutions, and providing tours of USHS facilities for prospective volunteers and other groups, as needed, with a welcoming and engaging presence.
• Assist with USHS Volunteer orientations, ensuring clear and confident delivery of information.
• Create assignments and project opportunities for individuals and groups, collaborating directly with volunteers to meet their needs and organizational objectives.
• Manage the tracking, placement, and progress of volunteers into positions, maintaining proactive communication throughout the process.
• Maintain and manage the volunteer database (Rosterfy or similar) to ensure accuracy.
• Maintain calendars for the Volunteer department.
• Act as the volunteer contact at all USHS events (e.g., Thanksgiving meal service), demonstrating comfort and enthusiasm in onsite engagement.
• Oversee and lead volunteers during events and volunteer programs, providing hands-on support and direction.
• Contribute to volunteer email blasts with clear and effective messaging.
• Accurately report and record volunteer hours for all committees, volunteer groups, individuals, and more.

Other Functions:

• Assist in writing letters, memos, and forms within the Volunteer program.
• Maintain confidentiality of privileged and sensitive personnel and volunteer-related material.
• Represent the department and organization at public events, as needed, with a confident and approachable demeanor.
• Coordinate interviews with volunteer applicants, engaging directly with candidates to assess fit.
• Other duties as assigned.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

• Work indoors in a temperature-controlled environment and outdoors at program sites, with approximately 30-40% of time spent onsite, exposed to weather and driving conditions. The noise level in the work environment is usually moderate.
• Stand and sit for long periods, move and walk to various locations, including program sites, to engage directly with volunteers and staff.
• See, hear, and speak clearly to give and receive information and instructions in person, over the phone, and via email.
• Demonstrate complex reading and writing skills, memorization, analytical, perceptive, and comprehensive capabilities.
• Exercise good judgment and decision-making capability in dynamic, onsite settings.
• Interact effectively and confidently with employees, clients, volunteers, and members of the public, responding thoughtfully to sensitive inquiries or complaints.
• Requires use of a computer keyboard for long periods of the day, balanced with active presence at program sites.
• Requires driving to other locations in a personal vehicle.

KNOWLEDGE, SKILLS AND ABILITIES:

• Outstanding computer skills, including MS Office programs (Word, Excel, Gmail, Publisher, Windows) and knowledge of relational database systems.
• Proficient with office communication equipment and machines (telephone, copier, calculator, fax machine, personal computer, and scanner).
• Proficient data entry skills preferred.
• Ability to produce detailed and accurate reports.
• Positive, friendly personality with exceptional comfort and confidence engaging new people via email, phone, and in person, including individuals experiencing homelessness.
• Strong oral and written communication skills, with the ability to independently manage volunteer interactions.
• A conscientious self-starter with excellent attention to detail, high level of concentration, and ability to coordinate multiple projects and deadlines with minimal supervision.
• High level of self-confidence, professionalism, and the ability to perform under pressure and make sound decisions in both office and onsite environments.
• Must possess a valid California driver’s license and be willing to utilize a personal vehicle to travel to program sites as needed.
• Proficiency using Rosterfy (or similar) database system, preferred.
• Genuine enthusiasm for volunteerism and comfort working directly with diverse populations at program sites.

EDUCATION, TRAINING AND EXPERIENCE:

• AA degree or equivalent experience; BA preferred.
• Two years of experience providing administrative support or volunteer coordination, preferred.
• Past experience as a volunteer required.

UNION STATION HOMELESS SERVICES EMBRACES DIVERSITY

We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Committed to being an anti-racist organization and sharing the unique cultural experiences from our networks, we offer annual racial equity training, host ongoing learning experiences through our lunch n' learns, and participate in ongoing mental health trainings.

We promote acceptance, respect, teamwork, and foster diversity in the workplace. We believe every individual has a story, past, and a unique set of skills that shape who we are and through this network, we can learn from each other to become better versions of ourselves personally and professionally. Through our staff-led network focusing on diversity, equity, inclusion, belonging, and accessibility, we work to communicate, educate, and express diverse cultivation through our eight Diversity Networks. We are honored that the Diversity Network has been recognized as part of the Community Impact Awards presented by the Los Angeles Business Journal.

                                                                                Union Station Homeless Services is an Equal Opportunity Employer

Salary : $22