Volunteer Administration Specialist

JOB SUMMARY:

The Volunteer Administration Specialist serves as the liaison for volunteers across the five counties served by Habitat for Humanity of Greater Nashville (HFHGN). This Specialist is the registrar for build site volunteer opportunities (primarily filled by sponsoring organizations) and the communication bridge between HFHGN and volunteer groups.

This is facilitated through the volunteer registration system which the Specialist is responsible for maintaining. Duties include but are not limited to creating volunteer sign-up links, monitoring sign-up activity, responding to sign-up link adjustments in a timely manner and working with the vendor to maintain the efficiency of the system. Additionally, the Specialist responds to volunteer engagement inquiries received by the agency and represents the agency at volunteer fairs.

KEY RESPONSIBILITY AREAS:

Volunteer Administration–Home Builds

• Administer and maintain the Volunteer Registration System to support ongoing sponsor and volunteer engagement, including facilitating automated volunteer signup, ongoing communication and reporting for all build volunteers.
• Communicate with build coordinators in a timely manner ensuring they have everything they need to recruit their volunteers and see the Specialist as a resource should they have challenges with the system.
• Ensure volunteer numbers align with build day needs.
• Prepare items for weekly build readiness meeting with Construction, Development, Homeowner Services and Marketing prior to each build week.
• Administer staff build site support scheduling for agency builds ensuring staff are signed up for shifts and all participants know the details of their assignment.
• Ensure parking and security are setup for each build location.
• Collaborate with the agency’s PR & Marketing department on build site signage needs for parking and directional signage.
• Recruit non-build sponsor volunteers when needed.
• Create and conduct seasonal build surveys of the volunteer experience and prepare results for evaluation.
• Prepare quarterly report outlining volunteer numbers and hours served on the build sites
• Facilitate the registration of all future Habitat homebuyers for the build site.
• Assist in procurement of food and drink for the build site volunteers on a case-by-case basis with approval from supervisor.
• With oversite from the Senior Sponsor Relations Manager, work with the Volunteer Registration vendor to create efficiencies and troubleshoot issues when challenges arise.
  
  
  

Volunteer Relations and Recruitment

• Intake and ensure timely response to all volunteer inquiries received via the website, through phone calls and emails tracking the volunteer journey.
• Engage with volunteers both in person and through electronic and other communication channels to ensure a positive volunteer experience.
• Develop new relationships with community volunteer groups, companies, and congregations in support of agency volunteer needs.
• Participate in volunteer service fairs to develop and recruit volunteer partners.
• Ensure volunteer database and Emma communication lists are updated and maintained with individual build volunteer information from online inquiries and build volunteer registrations
• Work with Marketing and PR on timely updates to volunteer PR material and Habitat website.
  
  
  

Administrative

• Provide administrative support for all volunteer activities.
• Coordinate Build Site Support volunteers.
• Maintain updated Volunteer Release Form, necessary volunteer documents and updated procedures.
• Generate volunteer reports as needed for the agency.
• Support front desk coverage for breaks and lunch once per week.
• Follow all agency policies and procedures.
• Perform other administrative duties as directed.
• Participate in and support agency activities as requested.
  
  
  

ESSENTIAL FUNCTIONS OF THE JOB:

• Strong computer skills, utilizing Teams, Salesforce, Microsoft Word, Excel, Outlook and PowerPoint.
• Effectively carry out required administrative duties essential to ongoing volunteer management.
• Must be able to work well with a diverse group of individuals.
• Must be able to meet deadlines and operate in a busy work environment that includes both office and build site responsibilities.
• Regular and reliable attendance is required.
• Must have reliable transportation
• Other duties as directed by management.
  
  
  

QUALIFICATIONS:

• College degree preferred and/or a minimum of 3 years’ work experience in administration and technology.
• Excellent written and verbal communica­tion skills required. Proficiency with Microsoft applications including Word, Excel and Outlook required. Familiar with Salesforce.com or comparable customer relations software platform.
• Must have aptitude for learning, utilizing and managing the online Volunteer Registration System.
• Must enjoy serving others, be a team player, able to handle multiple tasks efficiently, be self-motivated and detail oriented.
• Must have the ability and desire to work respectfully with people of all cultures, languages, national origins, races, ethnic backgrounds, religions, classes, immigration statuses, sexual orientations, gender identity and expressions, ages, mental or physical abilities, and other diversity factors. Must conduct all activities in accordance with Habitat principles.
  
  
  

TIME REQUIREMENTS:

This position will require 40 hours per week (Seasonal overtime expected). Regular office hours required, as well as availability to be on site to greet volunteers as needed on designated Saturdays and Sundays and to attend occasional evening meetings. Satisfactory attendance is required.

Habitat for Humanity of Greater Nashville is an Equal Opportunity Employer and drug free workplace.