Volunteer Coordinator

Description

Summary/Objective

The Volunteer Coordinator works at the direction of and in coordination with the Director of Volunteer Programs. The volunteer coordinator recruits, trains, places, and manages volunteers to support Theodore Roosevelt Medora Foundation (TRMF) programs and events by matching them with suitable roles, coordinating schedules, and maintaining records and communication. Key duties include volunteer communication, volunteer support, and recognition, all to ensure TRMFs mission is achieved through a thriving volunteer program. 

Responsibilities and Duties

• Develop and deliver orientations and training, ensuring volunteers are well-informed and prepared for their duties. Train volunteer shuttle drivers on vehicle safety, vehicle fueling, vehicle sign-out for 10-14-passenger vehicle. 
• Assist with housing coordination. 
• Source and attract volunteers through various channels and match them with roles that suit their skills and interests. 
• Manage volunteer schedules for both ongoing tasks and special events, creating work assignments as needed. 
• Provide ongoing guidance, support, and direction to volunteers, ensuring a positive and safe working environment. 
• Maintain accurate records of volunteer information, activities, and training in a database or CRM system. 
• Serve as the secondary point of contact for volunteers, staff, and potentially external partners, keeping everyone informed. 
• Contribute to the planning and strategy of the volunteer program, ensuring it aligns with TRMF goals. 
• Maintain the Spirit of Work Lodge (volunteer housing) including but not limited to restocking rooms and public areas, inspections prior to volunteer move-in, updating flyers or communications, tidying public areas and rooms when needed. 
• Facilitate coverage for all venues with volunteers by communicating with other departments. 
• Trouble shoot issues that arise for the volunteers at the venues or with staff and field these issues in the absence of the Director of Volunteer Programs. 
• Assist in the weekly wrap-up meetings and ensures all supplies and materials are prepared. 
• Perform other related duties as assigned. 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Requirements

Qualifications

• Excellent verbal and written communication skills for internal and external interactions. 
• Ability to build relationships, motivate, and work effectively with diverse groups of people. 
• Strong time management and organizational abilities to handle multiple tasks, schedules, and projects. 
• The capacity to lead and inspire a team of volunteers. 
• Ability to deescalate situations using critical thinking skills. 
• Comfortable making and answering phone calls to assist with volunteer needs including but not limited to filling open volunteer slots, answering volunteers' questions, etc.  
• Ability to remain calm and patient when presented with challenges. 
• Efficient decision-making and time management skills. 
• Clean U.S. Driver’s License and comfortable driving a 10–14-person passenger vehicle. 
• Ability to adapt to change and flexible in planning and expectations. 
• Understands importance of maintaining confidentiality as needed around volunteers, TRMF, Guests, and Staff. 
• Proficient with Microsoft Office Suite or related software and able to work on and learn various computer systems as needed. 
• Ability to respond to inquiries related to volunteer services in a timely, accurate and professional manner. 
• Willingness to work a flexible schedule to meet the demands of TRMF seasonal operations; to include days, evenings, weekends, and holidays. 

Education and Experience:

• Two years of relevant experience as an Administrative Assistant or experience in Volunteer Management preferred 
• Knowledge of nonprofit organizations and fund raising preferred 
• Experience directing, training, and addressing both small and large groups 

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer 
• Must be able to lift up to 15 pounds occasionally 
• Working outdoors in varied conditions 
• Frequent walking, standing, lifting, bending, using stairs 
• Repetitive use of hands and arms 

AAP/EEO Statement

It is the policy of TRMF to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, TRMF will provide reasonable accommodations for qualified individuals with disabilities.