Volunteer & Event Coordinator

Company Description:

The Washington Area Humane Society (WAHS) is a non-profit organization located in Eighty-Four, Pennsylvania, dedicated to providing shelter, safety, and care for abandoned and abused animals in Washington County. Serving over 6,000 animals annually, WAHS offers a range of vital services, including spay/neuter clinics, vaccine clinics, and humane investigations. Established in 1906, WAHS operates a 10,000-square-foot facility on five acres with a team of 25 employees. Committed to community support, WAHS strives to ensure every animal finds a loving home.

Department: Development

Job Classification: Full-time (32-40 hours/weekly), Tuesday-Saturday, non-exempt, hourly

Supervisor: Director of Development

Position Overview:

The Volunteer & Event Coordinator is responsible for leading all aspects of volunteer engagement, recruitment, orientation, training, and retention, while also planning and executing annual and secondary events that support the organization’s mission. This role serves as the primary point of contact for volunteers, groups, and event participants, ensuring high-quality experiences, smooth operations, and strong collaboration across departments.

Primary Responsibilities:

Volunteer Management

• Recruit, onboard, train, schedule, and support volunteers across all organizational programs.
• Maintain accurate volunteer records, hours, and compliance documents through Volunteer Software (Volgistics)
• Develop strategies to increase volunteer engagement, retention, and recognition.
• Serve as the main point of contact for volunteer communication and coordination.

Event Coordination

• Plan, organize, and execute annual and secondary events.
• Manage event logistics such as vendor coordination, supplies, staffing, timelines, marketing, and ticketing.
• Collaborate with the Director of Development to align event goals with organizational priorities.
• Track event budgets, expenses, and outcomes; provide post-event reporting and recommendations to the Director of Development.

Additional duties include but are not limited to:

Volunteer Recruitment, Training & Retention

• Serve as the primary point of contact for all volunteer inquiries (phone, email, walk-ins, written requests), ensuring timely responses within 48 hours.
• Develop and maintain a comprehensive volunteer recruitment, onboarding, orientation, training, retention, and recognition program.
• Maintain accurate volunteer records including policies, contracts, hours, and databases (Volgistics).
• Coordinate and facilitate at least two volunteer orientations per month, quarterly volunteer meetings, and the annual volunteer holiday party.
• Organize and oversee volunteer appreciation week, producing thank-you messages, keepsakes, and recognition materials.
• Schedule and facilitate animal-handling onboarding classes with appropriate department staff.
• Create and maintain recruitment and retention collateral (flyers, brochures, forms, website content, emails, social posts, newsletters, and thank-you letters).
• Provide monthly and annual volunteer activity reports to the Director of Development.
• Lead volunteer teams for all major events, on-site and off-site programs, clinics, food banks, and special projects.
• Collaborate with department heads (Kennel, Cat, Medical, etc.) to ensure volunteer compliance with protocols, daily needs, and departmental schedules.

Event Coordination

• Lead and execute annual fundraising events and community off-site events.
• Manage master event calendar for the organization.
• Manage event logistics such as vendor coordination, permits, supplies, staffing, timelines, marketing, and ticketing.
• Develop event plans, schedules, run-of-show documents, and post-event reports.
• Support budgeting, tracking expenses, and maintaining accurate event records.
• Lead event set-up and tear-down; serve as a day-of point of contact to ensure smooth operations.
• Recruit, schedule, and supervise volunteers for event-related roles. Provide training, clear instructions, and support to volunteers before, during, and after events.
• Assist with event promotion, including creating content for social media, newsletters, flyers, and the organization’s website.
• Capture event photos, stories, or testimonials to support communications and donor stewardship.
• Assist with securing in-kind donations, raffle items, and point of sale items as needed.
• Represent the organization at outreach events, fairs, and presentations.

Group, Scout & Youth Program Coordination

• Serve as primary point of contact for all group volunteer inquiries.
• Coordinate, schedule, and lead group volunteer activities on-site and off-site including Scout badge workshops
• Develop marketing and collateral for group volunteer programs (flyers, social posts, thank-yous).
• Communicate with departments regarding group needs, assignments, and animal involvement.
• Serve as the main point of contact for all birthday party inquiries.
• Coordinate and lead birthday parties, ensuring logistics and staffing needs are met.
• Communicate with departments when animals, tours, or special experiences are requested.
• Serve as the primary contact for all Reading Tails inquiries.
• Create marketing materials for Reading Tails (flyers, graphics, eblasts).
• Maintain the Reading Tails database (volunteer hours, participation, program counts).
• Coordinate and schedule Reading Tails programming (on-site, off-site, and virtual)
• Staff programs with volunteers and communicate program needs with internal teams.

Food Bank Program Coordination

• Assist the development team with the WAHS-hosted Pet Food Banks, including inventory management, ordering, staffing, volunteer scheduling, and day-of oversight.
• Assist in coordination of partner-hosted food banks, including inventory, ordering, and pick-up/drop-off logistics.
• Secure volunteers for any pet food bank distributions as well as for movement of large food bank donations.

Development Assistance

• Provide support to the Director of Development as needed.
• Assist with annual fundraising initiatives and seasonal campaigns as assigned.
• Support promotional and marketing efforts for organizational programs and events, including assisting with social media content and outreach.

Knowledge and Skills:

• Minimum high school diploma or GED required. Associate degree or higher preferred
• Experience in volunteer coordination, event planning, or community engagement.
• Strong communication and interpersonal skills with the ability to cultivate positive relationships.
•  A willingness to engage with all types of people through empathy and kindness.
• Excellent organizational and project management skills.
• Comfortable leading groups and facilitating trainings or events.
• Ability to multitask in a fast-paced environment.
• Proficiency with office software and volunteer management systems (Volgistics experience preferred).
• Experience with Canva and Social Media platforms required.
• Ability to work evenings/weekends as needed for events and programs.
• Comfortable working with animals and supporting animal-related programming.
• Job contingent on background check and reference check.
• Professional appearance and attitude a must.
• Valid PA driver’s license and satisfactory driving record.
• Ability to lift up to 50 lbs.

Benefits:

• UPMC Health Insurance Options
• Supplemental insurance options available
• Accrue up to 80 hours of vacation time and 40 hours sick time
• 5 paid holidays
• Staff discounts on pet veterinary service
• Retirement and Savings plan