Job Title                               Coordinator, Volunteer Experience

Reporting To:                     Director, Volunteer Experience

Department:                      Volunteer Resource Center  

FLSA:                                     Exempt

Strategic Imperative:     Provide a rewarding and inspiring experience to every donor and volunteer with every interaction.

Core Values:                      Passion:                       Dive in – Create enthusiasm and inspire others.

                                                Authentic:                   Be Real – Keep it honest and set the example.

                                                Collaboration:           Live United – Work together and mobilize for change.

                                                Empowerment:        Own it – Be courageous and make it happen.

 

OVERALL PURPOSE OF THIS ROLE:

To provide technical and organizational assistance to the Volunteer Experience team. This position supports the planning and implementation for corporate, community, and special event volunteer opportunities in Orange, Osceola, and Seminole counties.

 

KEY ACCOUNTABILITIES:

Administrative Tasks

·         Provide administrative support to the Volunteer Experience team in coordinating events and projects in collaboration with other departments. 

·         Process volunteer event requests to determine scheduling, project planning timelines, and assignment of project lead. 

·         Ensure all communications tasks are fulfilled throughout the planning and implementation of the project.

·         Respond to telephone, email and web form inquiries, providing information, redirecting or taking messages using excellent customer service skills.

·         Prepare correspondence, reports, and statistical information from rough drafts, editing, grammar, punctuation, and/or spelling as needed. Responsible for various merge correspondence to volunteers/partners. Assemble required reports or proposals to support volunteer events and corporate requests.

·         Prepare PowerPoint presentations, Excel spreadsheets, mail merge correspondence, log notes in HFUW’s CRM and update records and lists.

·         Follow internal standard operating procedures to complete interdepartmental tasks. 

·         Provide administrative support in coordinating, scheduling activities and events. 

·         Attend and record notes/minutes where applicable.

·         Assist in maintaining VRC function areas, including internal communications, and project management pages

·         Manage communications for department programs including Interns, lead volunteers, and ensure data collection procedures are completed.

Data Management

·         Ensure proactive monitoring and maintenance of the database system, while maintaining quality control with data entry. Work with other department leads to ensure all volunteer hours are being reported appropriately and fully.

·         Assist with reports to departments, United Way Worldwide and other agencies where needed, including volunteer impact summaries for corporate partners.

·         Train team members on data management procedures to ensure processes are consistently utilized throughout the organization.

·         Research, screen, track and monitor volunteer information in organization’s CRM and volunteer management system, as needed. 

·         Maintain a database of partner agencies, materials suppliers, and other departmental resources to expedite the planning process for group volunteering.

Event Support

·         Assist with offsite events, including HFUW signature events, volunteer outings and corporate group activities.

·         Manage and support for volunteers during a variety of events and activities, as needed.

·         Assist in event planning, event execution and production by soliciting quotes and dates from venues, maintaining files, ordering supplies and coordinating details, as requested.

·         Support new program/project development through research to determine community need and similar offerings in local market upon request.

·         Serve as a resource for the Resource Development team and other departments to ensure event requests are received properly and processed in a timely manner. Provide feedback, general details, and alternative recommendations where needed.

 

ATTRIBUTES & BEHAVIORS:

·         Mission Focused: Create real social change that leads to better lives and healthier communities.

·         Relationship-Oriented: Cultivate and manage relationships toward a common goal.

·         Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.

·         Results-Driven: Dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.

·         Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of HFUW and the greater network.

 

PHYSICAL DEMANDS:

Physical demands include sitting or standing for extended periods of time, bending, occasional lifting of items weighing up to approximately 25 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier, fax and computer.  Demands also involve protracted concentration.  Reliable transportation and a valid driver’s license is required.  Job involves frequent interactions with internal and external customers, and routinely intense public contact.

 

EDUCATION AND EXPERIENCE:

·         Associates degree or equivalent combination of education and experience are required. 

·         Strong attention to detail required. 

·         Experience with customer service required. 

·         Must be able to prioritize heavy workload in fast paced environment.

·         Must be personable with excellent verbal and written communications skills, and be able to interact with a variety of individuals/organizations while maintaining confidentiality and professionalism. 

·         Excellent reading, writing, and proofreading skills. Must be able to edit, complete, and assemble spreadsheets and reports. 

·         Demonstrate proficiency with Windows and Microsoft Office Suite, ability to use common office equipment such as copier and fax required.

·         Two or more years administrative experience preferred. Administrative experience supporting multiple people preferred.  

·         Prior experience working with volunteers, events and corporate clients preferred.

·         Strong public speaking and presentations preferred. 

·         Experience with relationship databases helpful.

·         Prior non-profit experience strongly preferred.

 

 

EMPLOYER’S RIGHTS:

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification; is not intended to be an all-inclusive list of duties.  You may be required to perform other duties as assigned by your supervisor or management.  You will be evaluated in part based on your performance of the tasks listed in this job description.  Employees moving into this position work on a ninety (90) day introductory basis after assuming these responsibilities.

The employer has the right to revise this job description at any time.  The job description is not a contract for employment and either you or the employer may terminate at any time for any reason.