The Volunteer Services Specialist provides assistance to Volunteer Services Department Director with coordination and implementation of effective volunteer engagement, policies, procedures, and best practices throughout the Territory. This position serves as a general resource to the Territory for management of volunteer engagement systems, processes, training, and administrative support.
Essential Duties and Responsibilities:
This job description is not all inclusive. It is intended to identify the essential duties of the position. Other duties, responsibilities, and tasks may be assigned.
In collaboration with the Volunteer Services Department Director, administers territorial volunteer management systems including registering & training new users, support to end-users, training resources, maintenance of systems, report generation, and troubleshooting and evaluation, to attain territorial compliance of system(s) usage.
Manage the volunteer portion of the review process of background checks for the territory to include: creating efficiencies for volunteer background checks, determinations of pass and fail, convening the Background Check Advisory Committee, reporting and recording decisions, and notification of appeal process.
Determine, collect, prepare reports, and review volunteer data in collaboration with Volunteer Services Department Director to establish metrics for effective volunteer engagement throughout the Territory.
Coordinate the execution and review of the Territorial Volunteer of the Year effort to include: updating materials, communication to divisions, securing nominations, managing the voting process, managing the database, and recognition of awardees. Monitor divisional and corps grants and reports.
Research, outreach, and engagement of community partners to develop pipeline of outstanding interns and volunteers for departments. Collaborate with Chicago Division to post and recruit episodic volunteers, as requested.
Assist with procedures and implementation of volunteers and interns at territory to include: vetting, processing, preparing, orientation, time sheet, recognition, and feedback of volunteers and interns
On an on-going basis, research volunteer engagement best practices and present to the Volunteer Services Department Director and divisional volunteer managers.
Maintain, update and monitor department calendar, volunteer webpage, volunteer email inbox, and volunteer resources in system O drive and Lotus Notes.
Coordinate, schedule and document monthly divisional volunteer manager one-on-one and group meetings via webinar, conference call, or similar platform. Assist director in coordinating a volunteer manager’s business meeting and/or volunteer conference at territory headquarters.
Perform administrative duties including filing, scanning, processing, creating or editing correspondence and documents; maintenance of volunteer hard copy and electronic resources and materials.
Maintain and develop professional skills through workshops, professional organizations, and resource materials. Share information and resources with volunteer director and divisional volunteer managers.
Knowledge, Skills and Abilities
Three years of volunteer management, or community relations experience required.
Knowledge of volunteer engagement including: planning, recruitment, selection, induction, recognition, retention and evaluation.
Knowledge of administering, training, and troubleshooting of volunteer management systems.
Ability to develop positive and professional connections with community members, groups, organizations. Ability to foster team relationships.
Excellent written skills.
Computer literate and proficient in the use of Microsoft Office products (Word, Excel, PowerPoint), the Internet, email, and database management.
Use of websites, social media, and electronic media to attract volunteers
Excellent interpersonal and communication skills: comfortable interacting with staff and external audiences; including communicating in a clear and polite manner in person, in written communication, and on the phone.
Must be able to exercise good judgment, take initiative, function independently with limited supervision, and work in close collaboration with others.
Attention to details, procedures, processes, and policies.
Ability to manage projects, priorities, and programs in a constantly fluid environment.
Work with integrity, honesty, and diligence.
Work with confidential information.
Ability to comprehend and utilize financial and statistical information.
Additional Salary Information: Graded and dependent on experience.