VOLUNTEER COORDINATOR

Job title Volunteer Coordinator
Reports to Director of Operations

Job purpose

The Volunteer Coordinator is responsible for the volunteer department including recruitment, orientation, scheduling, and tracking hours of the volunteers who assist the Humane Society of Sedona (HSS) shelter, foster program and thrift store staff.

Essential Duties and responsibilities – include the following but are not limited to:

  • Successfully recruits the volunteers needed for each department, including the thrift stores and special events. Regularly works with department heads to determine the volunteer needs (numbers, abilities, etc.) for their areas. Tracks needs and prioritizes among all the needs of the organization.
  • Develops volunteer recruitment strategies based on the needs and actively promotes volunteering at HSS throughout the community. Establishes liaisons with community organizations and local businesses to promote and expand volunteer base.  Conducts presentations at local business groups.
  • Develops, organizes, promotes, and conducts Volunteer Orientations as often as needed to fill vacancies.
  • Responds to inquiries about volunteering, screens and interviews potential volunteers in order to ensure the best fit for them and HSS.
  • Assigns and schedules volunteers to their new work area and assignment. Arranges for new volunteers to attend any needed training prior to starting. Informs staff of new volunteers in advance and ensures staff is informed and ready for new volunteers.
  • Trains volunteers on how to use the volunteer database and ensures they use the schedule and sign-in for shifts.
  • Updates and maintains volunteer database and paper files, ensuring volunteer records are updated with hours worked, contacts info, skills, training, etc.
  • Updates and maintains active fosters and coordinates with Animal Care to ensure accuracy and to update placements.
  • Prepares volunteer reports monthly or as requested.
  • Prepares volunteer communication/newsletter monthly or as needed keeping volunteers up to date on happenings at the shelter.
  • Organizes and conducts volunteer recognition programs/events acknowledging their valuable service to HSS.
  • Updates and maintains the Volunteer Manual, application, web pages, and any other relevant forms and information related to the volunteer program.
  • Mediates and helps resolve volunteer disputes. In conjunction with the Director of Operations, professionally disciplines volunteers as needed.
  • Assist volunteers with technical problem shooting if they are struggling to access or utilize their volunteer account.
  • Other duties as assigned

Working Conditions and Essential Capabilities

The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. At those times, the employee is subject to the typical physical requirements and hazards encountered by animal shelter employees. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Work Environment

  • This job operates in a professional office environment, off site venues and outside event areas in various weather conditions.
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
  • Exposure to animal dander and/or fur and/or cleaning chemicals is probable

Physical Demands

  • While performing the duties of this job, the employee is regularly required to talk or hear.
  • The employee frequently is required to stand; sit; walk; use hands to finger, handle or feel; and reach with hands and arms.
  • This position requires the ability to sit for long periods and sufficient manual dexterity to write and use typical office equipment on a regular basis.
  • The employee must frequently lift and/or move objects up to 15 pounds and occasionally lift and/or move objects up to 25 pounds.

Essential Mental Capabilities to perform the essential functions position:

  • Ability to understand, remember and follow instructions and procedures given in English.
  • High level reading, writing, spelling and communication.
  • Mastery of the English language.
  • Possess problem-solving capability.
  • Must be able to evaluate and recognize potentially difficult situations, behave sensitively and confidently, show good judgment and act appropriately in these situations.

Essential Emotional Capabilities to perform the essential functions of position:

  • Ability to cope with an emotionally charged environment with animals that are homeless, neglected, and/or abandoned, as well as the reality that some of the unhealthy animals in our care may be euthanized.
  • Ability to understand the Shelter’s policies and procedures regarding companion animals, animal control, and other key animal welfare issues and an ability and willingness to appropriately and accurately represent those policies when interacting with the public or otherwise representing the Shelter.

Level of Supervision:

  • Once trained, must be self-motivated and able to work with minimal supervision yet must recognize limitations in knowledge and abilities and ask for help when needed.
  • Must be able to work independently for long periods of time, as well as work within a team atmosphere with other staff and volunteers.

Direct Reports

Supervisory Responsibility

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

Qualifications

Preferred Education and Experience

  1. Bachelor’s degree in social sciences, communication or related field.
  2. Prior experience as volunteer coordinator for public or nonprofit employer.
  3. Prior experience creating and implementing volunteer programs and training
  4. Excellent customer service and communication skills.
  5. Proficient in Word and Excel, preferred experience using Volgistics, Office 365 and PetPoint
  6. Ability to understand and follow verbal and written instructions.
  7. Skilled public and motivational speaker.
  8. Outgoing, extrovert tendencies, positive disposition and enjoys working with people.
  9. Past successful sales experience a plus.
  10. Must be able to multi-task and work well under pressure.
  11. Must possess a genuine passion for animals and their welfare.
  12. Be willing and able to pass a background check.