Volunteer Coordinator

POSITION OVERVIEW:

The Volunteer Coordinator supports efficient day-to-day operations of Lanakila Pacific by ensuring there are adequate and appropriately trained volunteers, including unpaid interns, to meet the organization’s needsThis includes volunteer recruitment/referrals; managing volunteers, ensuring a high-quality volunteer experience; supporting a safe work environment; and maintaining department integrity and accountability through compliance with all contract requirements, industry best practices, policies and procedures The Volunteer Coordinator supports the mission, vision and values of the organization, and upholds and enforces the guidelines and policies of the organization, and demonstrates Lanakila Pacific’s values of teamwork, excellence, achievement, and motivation in all personal interactions and exemplifies Lanakila’s STAR service standards.

KEY SUPPORT RESPONSIBILITIES:

Position Specific Duties:

• Communicates regularly with Lanakila Pacific departments to understand their volunteer needs including the number of volunteers, volunteer qualifications, and volunteer duties. Ensures adequate volunteer support for daily operations and special projects/events.
• Independently responsible for all aspects of volunteer recruitment from planning to executing to evaluating recruitment results. Effectively uses different methods to recruit volunteers such as phone, email, fairs/booths, and face-to-face, off-site in the community.
• Develops appropriate strategies to target a variety of volunteers such as individuals, informal groups (e.g., friends, family), formal groups (e.g., clubs, corporations), and volunteers of different ages, backgrounds, and experiences.
• Determines volunteers’ eligibility and approves volunteers for placement. Ensures volunteer applicants are only placed after completing all required screenings, including background checks and reference checks, and that applicants are matched for their volunteer positions based on good fit.
• Develops, maintains, and conducts volunteer orientations and training. Develops volunteer related policies and tools. Ensure volunteers are knowledgeable in volunteer policies, procedures, standards of conduct, and safety guidelines. Ensure volunteers understand their volunteer duties. Conduct required initial and ongoing training (e.g., cultural diversity, food safety) so volunteers are well prepared to volunteer. Provide role shadowing opportunities as needed.
• Supervises volunteers. Regularly check-in with Lanakila Pacific departments and volunteers to address any questions or issues that come up. Coach volunteers as needed. Complete volunteer evaluations to provide and receive feedback for improvements. Responsible for volunteer corrective counseling and volunteer terminations. As needed, and when possible, makes recommendations for volunteers who are not a good fit to find other ways to support Lanakila Pacific.
• Plans and conducts an ongoing, cost-effective volunteer recognition program. Organizes regular volunteer appreciation activities and extends appropriate and timely thank yous.
• Responsible for effective, timely, and courteous communication to volunteers and staff including program updates, changes in duties, schedule, etc. Responds promptly and professionally to questions and concerns.
• Manages volunteer files and data including training logs, evaluations, periodic re-screening, and personal information. Provides regular reports and updates on volunteer hours, recruitment efforts, open/filled volunteer positions, and other volunteer related information. Responsible for the protection of privacy and confidentiality of program files and data.
• Stays up to date on the best practices and methodologies related to volunteerism. Implements updated practices and methods to promote the best volunteer experience and ensure the programs are a premium volunteer opportunity.
• Establishes and maintains a caring and cooperative relationship with volunteers, participants, staff, and community.
• Anticipates departmental and program needs. Engages volunteers to find additional ways for them to further interact with and support Lanakila Pacific.
• Provides training and support to staff on working with volunteers. Develops related policies and procedures.
• Provides guidance and takes action to address emergency situations.
• Assists with direct operational support if there is insufficient coverage.

Other Duties:

• Performs other reasonably related business duties as requested.
• Responsible for department/program expenditures and the security of all assets assigned; ensures accurate reporting of expenditures, activities, and statistical data.
• Participates in the preparation of the department/program annual operating budget.
• Responsible for creating and maintaining a safe work environment.

KEY SELECTION CRITERIA:

• Industry Knowledge: Is familiar with industry best practice, publications, and professional standards; adapts to new realities in the industry; understands the key needs of the industry and how it relates to Lanakila Pacific. Ability to make non-routine choices within established precedent. Thorough knowledge of related laws and regulations.
• Judgement and Decision Making: Ability to use good judgment and initiative by considering relative costs and benefits of situations.
• Communication:
  • o Must have excellent verbal and written communication skills.
  • o Ability to give clear instructions or directions to others.
  • o Ability to observe, evaluate and document effectively in writing at the executive level.
  • o Ability to engage effectively in speaking and active listening.
  • o Ability to choose a communication behavior that is both appropriate and effective for a given situation.
  • o General ability to facilitate the transfer of information and knowledge through vocal or written communication.
  • o Ability to demonstrate emotional stability and the ability to relate to people.
• Relationship Management:
  • o Ability to launch and deliver a project requiring collaboration between multiple entities.
  • o Ability to reconcile differences or to reach optimal results.
  • o Ability to coordinate external resources or utilize body language and gesture when communication barriers exist.
  • o Adaptable to changing situations such as lack of time or resources.
  • o Ability to work cooperatively with diverse groups of people and the ability to work in a team setting and to maintain cooperative and productive working relationships.
• Critical Evaluation:
  • o Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems, identifying the best people for the job.
  • o Ability to analyze, synthesize and present data.
• Leadership:
  • o Monitoring/assessing performance of yourself, other individuals, or organizations to make improvements or take corrective actions.
  • o Ability to plan, organize, and meet deadlines. Proven ability to meet deadlines, even under pressure and the ability to perform multiple tasks simultaneously.
  • o Ability to prioritize tasks and to delegate them when appropriate.
• Technology/Tools:
  • o Ability to quickly learn various software systems including the organization’s data management systems.
  • o Intermediate to advanced proficiency in Microsoft Office suite or other related software.

MINIMUM QUALIFICATIONS:

Required:

• Bachelor’s degree from an accredited institution in Business Administration, Human Resources, Marketing, Human Services, or related field. A High School Diploma or Certificate of Completion or equivalent plus years of experience in a closely related field may qualify to be substituted on a year-to-year basis for the education requirement.
• Two years’ experience in either directly supervising 20+ staff, working as an events coordinator, Volunteer Coordinator, trainer, or other related experience.
• Clearance/Certification: 1) TB clearance, 2) Criminal background check, 3) Pre-employment drug testing, 4) Child Protective Services/Adult Protective check, 5) Valid driver’s license, clean driver’s abstract, and access to an insured vehicle.

Preferred:

• One year of work experience in a community-based program serving the elderly and/or disabled preferred.
• Strong connections to the community. Demonstrated awareness of cultural sensitivity and adapting to the situation/audience.

WORKING CONDITIONS:

Schedule:

• Normal Company Hours: Monday through Friday: 7:30 am – 4 pm; scheduled to work 40 hours per week. Work days/shifts may vary.
• Required to work outside of program hours, including weekends, evenings, and Thanksgiving and Christmas Holidays to meet operational needs and contract requirements.
• Indoors, office setting, production areas including inside walk-in reefer/freezer.
• Outdoors: various community settings; will travel to see volunteers and participants, other program sites, outreach, etc.

Mental Demands:

• Ability to work in a fast-paced environment.
• Ability to deal with difficult people or situations.
• Ability to plan and organize tasks and possess sufficient flexibility to respond to changing situations; requires ability to continuously repeat instructions and remain calm.
• Use considerable initiative and exercise good judgment.
• Ability to multi-task and work under minimal supervision.
• Ability to work under tight deadlines and pressure.
• Ability to work with a diverse group of people and at times in demanding situations.
• Ability to maintain cooperative and productive working relationships.