Volunteer Coordinator - Job Description
Reports to: Shelter Director
Full time, hourly position. Responsible for an on-call phone for at least 1 week each month.
Summary: Volunteer Coordinator is responsible for daily supervision and management of the shelter’s volunteer program (excluding all foster programs) as well as recruiting, providing training and mentorship, and retention of volunteers (excluding foster volunteers). The Volunteer Coordinator will work closely with Foster Coordinators to ensure all fosters and volunteers are managed effectively and cohesively. The Volunteer Coordinator is responsible for managing all Southern Pines events and may delegate some events to appropriate Coordinators and volunteers.
Specific duties of the Volunteer Coordinator are, but are not limited to:
● Actively recruit volunteers through the use of the website, print media, community calendars, public speaking, attendance at community meetings and events, etc.
● Research, devise, and implement effective volunteer recruitment and retention strategies
● Train, mentor, and serve as initial primary contact for all volunteers (excluding fosters)
● Train pertinent staff to train, mentor, and serve as primarily contact for volunteers specific to their area (ie. volunteer adoption counselors)
● Prepare for, schedule, and provide regular volunteer orientations
● Keep all volunteer materials and programs up to date, and provide all volunteers with appropriate orientation materials
● Develop and maintain advanced or specialized volunteer programs and training to ensure continual growth of the volunteer program
● Oversee enrichment program in cooperation with Kennel Manager and Behavior Coordinator
o Coordinate with Behavior Coordinator to ensure shelter has all necessary items stocked to prepare enrichment items for shelter animals
o Coordinate with volunteers to produce enrichment items
o Coordinate with Kennel Manager and kennel techs to ensure enrichment activities take place each day for shelter dog and cat populations
● Coordinate with Coordinators and management team to determine where volunteer staffing is most needed and most effective
● Grow and implement new volunteer programs to support and/or reduce the work of paid staff and to reduce strain on overburdened programs
● Recruit and retain scheduled volunteers to complete the work of at least five full time staff members annually.
● Keep all staff up to date on changes to volunteer programs; provide staff training for volunteer program procedures as needed; ensure that staff are providing accurate information to volunteers
● Uphold the shelter’s values and mission statement during interactions with the public and other staff
● Report to Shelter Director about consistent or serious issues with volunteer programs, volunteers, or staff involved with volunteer programs, and work to devise solutions to these issues.
● Carry a cellular phone 24 hours a day, seven days a week when on call to allow for rapid response to foster animal emergencies. When on-call, must have a plan in place for quickly and efficiently responding to various foster emergencies. On-call alternates with other staff.
● Track data on volunteer programs, and utilize it to create a monthly volunteer report to be submitted to management by the second Wednesday of each month
o Report new volunteers recruited
o Report number of volunteer hours each month
o Number of active/inactive volunteers (inactive volunteer= hasn’t volunteered in 6 months); propose methods to reinvigorate and reinvest both active and inactive volunteers in the program
o Key accomplishments of volunteer program
o Highlight volunteer or volunteer moment of the month
● Manage volunteer database using volunteer management software
● Manage the Southern Pines Animal Shelter Volunteers Facebook page
● Send out a monthly newsletter to all volunteers with updates, events, and other pertinent information
● Mentor staff and senior volunteers on how to interact with volunteers to make them feel appreciated and useful
● Work closely with Foster Coordinators to ensure all fosters and volunteers are managed effectively and cohesively
● Act as point person for all Southern Pines Animal Shelter events; delegate management of certain events to pertinent volunteers and/or coordinators; manage schedule of events
● Work closely with Transport Coordinators to ensure dependable volunteers are found quickly to assist with transport loading and/or driving
● Working with volunteers
o Remember that volunteers donate their time, talent, and energy and are not compensated monetarily for their contributions
o Make a commitment to train volunteers: orient them to assigned area, assign work, answer questions, and assist with their needs
o Greet all volunteers that you see, and thank them for their help. Make them feel like they’re part of the team
o Be mindful of your communication around volunteers; keep internal conversations internal, and only involve volunteers in the conversation when appropriate
o Build relationships with volunteers. Volunteers with an emotional connection will continue to volunteer with us
o Provide feedback to volunteers when they do something well
o Offer encouragement, training, and constructive correction if you volunteers break protocol. Feedback should be non-confrontational and specific
o Request volunteer assistance when you need it by asking volunteers
o Request volunteer assistance ahead of time by contacting the Volunteer Coordinator
o Engage with volunteers through the Southern Pines Volunteers Facebook group
Top priorities:
● Volunteer management software
● Recruitment and retention of scheduled volunteers to replace paid staff hours
● Implementing more structure in volunteer program
● Increase and diversify recruitment efforts
Full time, hourly position. Responsible for an on-call phone for at least 1 week each month.
Summary: Volunteer Coordinator is responsible for daily supervision and management of the shelter’s volunteer program (excluding all foster programs) as well as recruiting, providing training and mentorship, and retention of volunteers (excluding foster volunteers). The Volunteer Coordinator will work closely with Foster Coordinators to ensure all fosters and volunteers are managed effectively and cohesively. The Volunteer Coordinator is responsible for managing all Southern Pines events and may delegate some events to appropriate Coordinators and volunteers.
Specific duties of the Volunteer Coordinator are, but are not limited to:
● Actively recruit volunteers through the use of the website, print media, community calendars, public speaking, attendance at community meetings and events, etc.
● Research, devise, and implement effective volunteer recruitment and retention strategies
● Train, mentor, and serve as initial primary contact for all volunteers (excluding fosters)
● Train pertinent staff to train, mentor, and serve as primarily contact for volunteers specific to their area (ie. volunteer adoption counselors)
● Prepare for, schedule, and provide regular volunteer orientations
● Keep all volunteer materials and programs up to date, and provide all volunteers with appropriate orientation materials
● Develop and maintain advanced or specialized volunteer programs and training to ensure continual growth of the volunteer program
● Oversee enrichment program in cooperation with Kennel Manager and Behavior Coordinator
o Coordinate with Behavior Coordinator to ensure shelter has all necessary items stocked to prepare enrichment items for shelter animals
o Coordinate with volunteers to produce enrichment items
o Coordinate with Kennel Manager and kennel techs to ensure enrichment activities take place each day for shelter dog and cat populations
● Coordinate with Coordinators and management team to determine where volunteer staffing is most needed and most effective
● Grow and implement new volunteer programs to support and/or reduce the work of paid staff and to reduce strain on overburdened programs
● Recruit and retain scheduled volunteers to complete the work of at least five full time staff members annually.
● Keep all staff up to date on changes to volunteer programs; provide staff training for volunteer program procedures as needed; ensure that staff are providing accurate information to volunteers
● Uphold the shelter’s values and mission statement during interactions with the public and other staff
● Report to Shelter Director about consistent or serious issues with volunteer programs, volunteers, or staff involved with volunteer programs, and work to devise solutions to these issues.
● Carry a cellular phone 24 hours a day, seven days a week when on call to allow for rapid response to foster animal emergencies. When on-call, must have a plan in place for quickly and efficiently responding to various foster emergencies. On-call alternates with other staff.
● Track data on volunteer programs, and utilize it to create a monthly volunteer report to be submitted to management by the second Wednesday of each month
o Report new volunteers recruited
o Report number of volunteer hours each month
o Number of active/inactive volunteers (inactive volunteer= hasn’t volunteered in 6 months); propose methods to reinvigorate and reinvest both active and inactive volunteers in the program
o Key accomplishments of volunteer program
o Highlight volunteer or volunteer moment of the month
● Manage volunteer database using volunteer management software
● Manage the Southern Pines Animal Shelter Volunteers Facebook page
● Send out a monthly newsletter to all volunteers with updates, events, and other pertinent information
● Mentor staff and senior volunteers on how to interact with volunteers to make them feel appreciated and useful
● Work closely with Foster Coordinators to ensure all fosters and volunteers are managed effectively and cohesively
● Act as point person for all Southern Pines Animal Shelter events; delegate management of certain events to pertinent volunteers and/or coordinators; manage schedule of events
● Work closely with Transport Coordinators to ensure dependable volunteers are found quickly to assist with transport loading and/or driving
● Working with volunteers
o Remember that volunteers donate their time, talent, and energy and are not compensated monetarily for their contributions
o Make a commitment to train volunteers: orient them to assigned area, assign work, answer questions, and assist with their needs
o Greet all volunteers that you see, and thank them for their help. Make them feel like they’re part of the team
o Be mindful of your communication around volunteers; keep internal conversations internal, and only involve volunteers in the conversation when appropriate
o Build relationships with volunteers. Volunteers with an emotional connection will continue to volunteer with us
o Provide feedback to volunteers when they do something well
o Offer encouragement, training, and constructive correction if you volunteers break protocol. Feedback should be non-confrontational and specific
o Request volunteer assistance when you need it by asking volunteers
o Request volunteer assistance ahead of time by contacting the Volunteer Coordinator
o Engage with volunteers through the Southern Pines Volunteers Facebook group
Top priorities:
● Volunteer management software
● Recruitment and retention of scheduled volunteers to replace paid staff hours
● Implementing more structure in volunteer program
● Increase and diversify recruitment efforts