Volunteer Program Coordinator

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JOB SUMMARY
The Volunteer Program Coordinator role involves assessing and meeting an organization's needs through the recruitment, placement and retention of volunteers.

You'll manage volunteers and their relationships with those they come into contact with, including community members and service users. You'll also monitor, evaluate and accredit volunteers.


RESPONSIBILITIES

• Build an effective volunteer system
• Research and write volunteer policies and procedures, including risk assessments
• Liaise with departments within the organisation and with outside organisations for which you are recruiting volunteers (e.g. charities and councils) to understand how they work, develop partnerships and assess their volunteering needs.
• Generate appropriate volunteering opportunities and role descriptions based on the needs of the organisation
• Raise community awareness of the role and the function of volunteers
• Ensure there is appropriate onboarding system, support and training for volunteers
• promote volunteering (internally and externally) through recruitment and publicity strategies and campaigns
• interview and recruit volunteers and ensure they are appropriately matched and trained for a position
• organise rotas and provide inductions and training
• monitor, support, motivate and accredit volunteers and their work
• celebrate volunteering by nominating volunteers for awards and organise celebration events
• offer advice and information to volunteers and external organisations through face-to-face, telephone and email contact
• organise profile-raising events to attract new volunteers
• attend committees and meetings
• manage budgets and resources, including the reimbursement of expenses
• keep up to date with legislation and policy related to volunteering and make any necessary modifications to accommodate changes
• work with multiple agencies across different sectors in order to establish good working relationships to influence decisions about volunteering
• generate income, write funding bids and raise funds to make projects sustainable
• monitor and evaluate activities and write reports for funders and trustees
• maintain databases and undertake any other administrative duties.
• Work with Director of Operations to set annual departmental sub-budget.
• Develop, administer, and review policies and procedures which guide the volunteer program.
• Create and implement a volunteer recruitment program including application process and screening procedures.
• Review all volunteer applications, onboard accepted volunteers.
• Train staff to work effectively and cooperatively with volunteers.
• Ensure that volunteers are given appropriate training and necessary tools to succeed in their position.
• Respond appropriately to any complaints or concerns regarding volunteers. This includes performance, absenteeism, and harassment.
• Create volunteer schedule. Coordinate with other departments to ensure their volunteer needs are met during convention.
• Develop a recognition program to reward volunteers for their service.
• Establish and implement an annual process for evaluating the contributions of volunteers.
• Oversee the management of the volunteer forums and social media accounts,
• Oversee the Volunteer Team Coordinators in their duties.
• The position manages the Volunteer Office while working in an unstructured environment with numerous interruptions throughout the day.
• Develop, promote, and maintain a wide range of volunteer opportunities within the organization
• Survey staff regularly to assess needs for volunteer assistance
• Maintain Volunteer Service Descriptions for each volunteer assignment
• Ensure volunteers are staffed to support the various areas of operations, to include visitor service areas, exhibits and education, special events, development, and marketing/communications
• Recommend the most efficient use of volunteers, appropriate volunteer/supervisory mix, and future workforce needs to support volunteer program operations

• Conduct and/or arrange for volunteer orientation and training
• Schedule all volunteer activity, including tours
• Develop and manage volunteer policies, procedures, and standards of volunteer service
• Assess visitor feedback received through comment forms
• Organize and participate in volunteer recognition programs and special events
• Evaluate all aspects of volunteer programs to ensure effectiveness and to recommend/implement changes as appropriate
• Maintain accurate records and provide timely statistical and activity reports on volunteer participation
• Recruit, interview and place applicants for volunteer work
• Host and attend recruiting events within the community to attract qualified candidates
• Work with Marketing and Public Relations and professional associations to publicize opportunities for volunteers
• Develop and maintain relationships with other volunteer organizations within the area
• Provide ongoing support and guidance for volunteers
• Act as a single point of contact for communications
• Confer with volunteers to resolve grievances and promote cooperation and interest
• Create and distribute various communications and publications
• Author monthly newsletter, "Volunteer View"
• Facilitate distribution of information relevant to volunteers
• January 3, 2010
• Author written communications such as letters, volunteer practices, instructions, or other
• media, as appropriate
• Conduct tours as needed or requested
• Attend Council meetings
• Provide advice and direction to the Council
• Assure Council activities are aligned with the mission and vision of The African Leaders Council
• Promote activities and achievements of the Council
• Assist Council in acquiring funding of volunteer related events, as necessary
• Identify community outreach opportunities such as fairs, festivals, local markets and organizations
• Maintain schedule of opportunities
• Work proactively with staff to provide accurate information and assistance to the volunteer
• Develop and oversee program budget
• Remain current in general office technology
• Train volunteers to use office and specialized equipment when appropriate
• Coordinate reservations for group tours1
• Handle telephone, voicemail, written, and e-mail inquiries for information regarding group visits
• Inform customers of all pertinent Group Visit policies
• Send out Group Visit collateral and museum brochures, as appropriate
• Maintain Group Tour schedule in an accurate and timely fashion
• Send confirmation and reminders
• Work with volunteers and admission staff to manage/assist groups before they arrive
• and upon arrival to provide the best experience and minimize confusion and problems for other visitors
• Enter group tour data into Raisers Edge
• Maintain previous tour list for mailings
• Build relationships with groups through service and follow up communication that results in return group visits
• Conduct post-visit calls to track successes and identify problems so that relationships are maintained and system improvements are made