Career Opportunity – Volunteer Engagement Coordinator

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Department: Community Engagement & Development (CE-DEV)

Reports to: Community Engagement Manager

Status: Non-exempt, part-time

Revision date: December 2020

Pay Range: 13.60 – 16.90

Hiring appointments are made at the start of the range. Multilingual employees of WHS receive a pay differential. 

One .73 FTE position is available (29 hours per week). The regular schedule will include both remote working capabilities and in-person working hours at Willamette Humane Society due to the on-going pandemic. Schedule may change seasonally; evening and weekend work required.

PURPOSE OF THE POSITION:  

The Volunteer Engagement Coordinator assists with all Volunteer Program needs, with a focus on the Foster Program and Operations Department volunteer roles. The Foster Program and Operations Department oversees hundreds of volunteers who are passionate about helping pets thrive while they wait for their forever home. This role performs a wide range of administrative tasks including volunteer management, database work, conducting training sessions and providing event support.

The ideal candidate for this position is action and detail oriented, with strong communication skills and a passion for working with volunteers. They ideally also have experience (professional or lived) working with underserved or diverse communities, may be multilingual, and can adapt well to a changing work environment. BIPOC, disabled and LGBTQ+ applicants are strongly encouraged to apply. 

DUTIES AND RESPONSIBILITIES:

  • Collaborate with both the Community Engagement Manager and the Foster Program Coordinator to support all Foster Program volunteer needs. 
  • Willingness to outreach and engage diverse audiences to recruit volunteers through a variety of formats including social media, in-person events, and online portals.
  • Coordinate the day-to-day activities of Foster Mentors to equip them to provide responsive, front-line support for their fosters as well as consistent and helpful answers and training. 
  • Assist with running the volunteer lifecycle for all Foster Program and Operations volunteers including recruitment, orientation, screening, training and on-going communication.
  •  Help with recording and maintaining accurate information for all volunteers in the volunteer database, including schedules and volunteer hours/foster placements. Archive volunteer records as needed.
  • Provide support and assistance to the wider volunteer program as needed, including assisting with communications and meetings.
  • Monitor and respond to volunteer emails and phone calls 
  • Maintain a general but thorough understanding of all WHS operations to support the training and understanding needed by volunteers
  • Ability to communicate with diverse individuals or groups and present information on a variety of animal welfare topics. 
  • Maintain accessibility to volunteers, both by being available in the Community Engagement Office and by engaging with volunteers in their work areas.
  • Assist with WHS events where a large volunteer base is needed. Maintain onsite presence to guide volunteers, provide support, and reassign volunteers in response to changing conditions.
  • Assist with keeping the volunteer room clean, stocked and organized, including name tag holders, aprons, water and supplies.
  • Maintain inventory system of foster supplies, tracking which supplies go to which Foster Volunteer and communicating when new supplies are needed.
  • Assist with scheduling foster animals for surgery, treatments, and other medical procedures as needed.
  • Complete purchase orders and ensure submission to the business office in a timely manner
  • Keep expenses within budgeted and acceptable limits. If budget modifications are required, discuss with the direct supervisor and business office. 
  • Maintain a commitment to WHS’ workplace culture.
  • Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:  

Assists with supervising volunteers.   

CONTROLS OVER WORK

The Volunteer Engagement Coordinator receives supervision from the Community Engagement Manager, and works closely with the CE-DEV Department and the Operations Department.  

CONTACTS WITH OTHERS:  

The Volunteer Engagement Coordinator will have regular contact with WHS staff members, volunteers, and the public. 

WORKING CONDITIONS: 

  • Work takes place both indoors and outdoors. 
  • Will have some contact with animals, exposure to animal dander.
  • Evening, weekend, and some holiday work required, including responses to the foster emergency phone during paid shifts.

PHYSICAL DEMANDS: 

  • Able to sit and stand for long periods of time. 
  • Able to stare at a computer screen for long periods of time 
  • Able to occasionally lift items up to 20 pounds to assist with events, assistance is available.
  • Able to arrive to and from work on time as part of a designated schedule. Please note WHS is not on a bus line.

KNOWLEDGE, SKILLS, AND ABILITIES 

  • Ability to communicate well in a variety of formats with members of the public, volunteers, and staff in a professional manner. 
  • Demonstrated ability or strong interest to work and interact effectively with diverse audiences, including historically marginalized communities.
  • Able to create and sustain positive working relationships.
  • Able to deal with conflict in a professional and constructive manner. 
  • Strong computer aptitude and proficiency with Google products (Gmail, Google Docs, Google Drives).
  • Strong organizational and planning skills, attention to detail and able to prioritize tasks.
  • Ability to implement time-management skills with the ability to implement priorities, and the ability to consistently meet deadlines with steadfast dependability.
  • Ability to learn and quickly adapt to changes in programs and procedures.
  • Experience with or capable of learning database software, i.e. PetPoint and Volgisitcs.
  • Knowledge of or interest in building volunteer programs, including training opportunities, recruitment cycles and recognition events.
  • Must work in a manner that reflects a safe environment for animals, the public, volunteers, and other employees. 
  • PREFERRED: Ability to speak and/or write in multiple languages, especially Russian or Spanish.

EDUCATION AND EXPERIENCE

  • Must be a high school graduate or equivalent, and be able to read, write, and speak clearly in English.
  • Any combination of experience and education that provides the necessary skills, knowledge and ability to perform the tasks associated with this role.
  • Proficiency in the Google environment is required.
  • PREFERRED: Background or interest in volunteer management or education.
  • PREFERRED: Background or experience working with Volgistics or PetPoint.
  • PREFERRED: Background or interest in animal welfare.
  • PREFERRED: Background or interest in adult education, building training curriculum, and running events.

Additional requirements:  Must have a demonstrated interest and enthusiasm for animal welfare and WHS Mission; be willing to work weekends, evenings and holidays as required by the job; have a valid Oregon driver’s license and be insurable by WHS vendors; and meet the physical requirements of the job.  

Note: Under the provisions of the Immigration and Reform Control Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility. WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, religion, national origin, marital status, disability or any class protected by law.