POSITION SUMMARY:

The Volunteer Coordinator at Catholic Charities is a strategic role responsible for the implementation and optimization of the agency’s volunteer program. This position reports to the Program Manager for Community Engagement in the Advocacy and Community Engagement (ACE) department. Under the guidance of the Program Manager, the Volunteer Coordinator supports the volunteer strategy and coordination of volunteer resources for all departments across the agency. This position drives the volunteer experience at the agency including recruitment, training, coordination and retention of volunteers. The Volunteer Coordinator collaborates with internal teams and provides strategic support and training resources to staff who supervise volunteers in their specific programs. 

With the support of the Program Manager, this position cultivates relationships with community service organizations, schools, universities and corporate partners to recruit volunteers and coordinate volunteer experiences. The Volunteer Coordinator collaborates closely with the Parish Engagement team for recruiting volunteers and cultivating strong partnerships with parishes in the Diocese of San Jose.

The ideal candidate will drive innovative solutions, foster a culture of engagement, and align volunteer efforts seamlessly with the agency’s mission and goals.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Volunteer Recruitment

• Work with the Program Manager to implement strategic plans for recruiting volunteers to meet agency needs from a variety of sources including schools, service groups, the local community, corporations, and parishes in the Diocese of San Jose.
• Coordinate the process of recruiting and screening volunteers.
• Partner with assigned staff to strengthen existing relationships, and identify and evaluate prospective volunteer recruitment and partnerships.
• Evaluate and modify recruitment strategies based on lessons learned.

Volunteer Supervisor Support

• Maintain consistent communication with agency programs to match qualified volunteers with opportunities.
• Provide support to volunteer supervisors across departments to ensure effective alignment with organizational goals.
• Provide strategic guidance and support to elevate the performance of volunteer supervisors.
• Facilitate regular leadership meetings to share best practices and address complex challenges.
• Provide training for volunteer supervisors to ensure consistent practice across the agency.
• Foster a culture of continuous improvement and innovation.

Online Volunteer Portal Management

• Oversee the organization's online volunteer portal, ensuring it aligns with strategic objectives.
• Provide training to volunteers and volunteer supervisors on maximizing the potential of the online portal.
• Proactively identify and address any technical challenges related to the portal.

Application Processing and Compliance

• Implement systems for managing the volunteer application and screening process, emphasizing efficiency and accuracy.
• Ensure rigorous compliance with background checks and TB tests in accordance with agency policies.
• Maintain comprehensive and confidential volunteer records.

Onboarding and Training

• With the support of the Program Manager, optimize the onboarding and training of all volunteers.
• Collaborate with Volunteer Supervisors to develop consistent onboarding processes across the agency.
• Contribute to the strategic orientation of student interns, ensuring alignment with organizational policies and procedures.

Communication and Community Building

• Develop and execute communication strategies to engage and inspire volunteers, and ensure volunteers are connected to the mission of the agency.
• Cultivate a sense of community among volunteers, fostering their integral role within the Catholic Charities of Santa Clara County community.
• Collect data to help measure impact of volunteers.
• Work with Program Manager to develop and implement systems for recognizing and appreciating volunteers, with a focus on strategic impact.
• Coordinate events to celebrate volunteer contributions.
• Collect feedback from volunteers to identify areas of concern and opportunities for improvement with the volunteer experience and appreciation initiatives.

Recording and Reporting of Volunteer Activity

• Work with Program Manager to develop and implement systems for the recording and reporting of volunteer activity across the agency.
• Analyze data on the number of volunteers, hours contributed, and unduplicated volunteers to inform strategic decision-making.
• Prepare comprehensive reports for agency leadership.

Corporate Partnerships and Group Volunteer Coordination

• With the support of the program manager, cultivate meaningful relationships with corporate social impact programs.
• Coordinate group volunteer opportunities for corporations and civic groups, ensuring alignment with agency objectives and the interests of local companies, organizations and donors.
• Collaborate closely with the program (and development team when applicable) to effectively coordinate volunteer projects, aligning them with the strategic goals of the agency and the the interests of local companies, organizations and donors.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE

• Bachelor’s degree (preferred) in a relevant field such as nonprofit management, human resources, volunteer management, or equivalent work experience.
• Prior experience in volunteer coordination or management, or a background in organizing and overseeing events or projects.
• Experience working with volunteers or in the nonprofit sector is valuable.
• Previous experience with volunteer management software is desired.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of the volunteer life cycle.
• Experience in coordinating and organizing volunteer programs and events.
• Excellent verbal and written communication skills.
• Ability to effectively communicate with diverse groups of volunteers and staff.
• Strong interpersonal skills and the ability to build positive relationships.
• Strong leadership and team management abilities.
• Ability to motivate, inspire, and guide volunteers to achieve organizational goals.
• Exceptional organizational and multitasking abilities.
• Detail-oriented with a focus on planning and executing volunteer programs seamlessly.
• Ability to identify and address challenges in volunteer management.
• Proactive approach to problem-solving and conflict resolution.
• Familiarity with volunteer management software and database.
• Competence in using office productivity tools such as Microsoft Office or Google Workspace.
• Adaptability to changing circumstances and the ability to work in a fast-paced environment.
• Willingness to work evenings or weekends as needed for volunteer events.
• Ability to establish and maintain relationships with community partners, organizations, and stakeholders.
• Strong networking skills to expand the volunteer base.
• A genuine passion for the agency's mission and a commitment to making a positive impact in the community.
• Experience in developing and delivering training programs for volunteers.
• Knowledge of best practices in volunteer orientation and ongoing education.
• Ability to assess and evaluate volunteer programs, providing regular reports and recommendations for improvement.
• Ability to handle challenging situations and crises involving volunteers with tact and diplomacy.
• Adherence to ethical standards and a commitment to upholding the values of the organization.
• Collaborative mindset with the ability to work effectively with other staff members and departments.
• Understanding and appreciation of diverse cultures and backgrounds, with the ability to create an inclusive volunteer environment.

PHYSICAL REQUIREMENTS

• Ability to lift 25 pounds.
• Ability to drive between agency sites; local travel within Santa Clara County.

OTHER QUALIFICATIONS:

• Criminal background check via livescan fingerprint.
• Must have TB test performed and submit results.
• Provide proof of COVID-19 vaccination and booster status
• Automobile, valid driver’s license and auto insurance per agency policy; or have access to reliable transportation.

HOURS AND OTHER CONDITIONS: 

• Standard office hours are Monday through Friday, from 8:00 a.m. to 5:00 p.m.
• This is a full-time, non-exempt position. Some evenings and weekends may be required to meet the needs of the program.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

Catholic Charities is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons seeking employment are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.