I. JOB SUMMARY
The primary objective of this position is to support the Community Engagement department through the administration, coordination and communication, of the Central Texas Food Bank’s Community Engagement efforts. Support will be provided to the Volunteer Resources department through volunteer partnership prospect cultivation, relationship-building, engagement, stewardship, coordination, and recognition among public volunteer populations, including but not limited to individual, workplace, adult/college and youth/family groups. Support will be provided to the Community Events department through food and fund drive support, including donor stewardship, recognition among food drive donors, partner prospect cultivation, and data collection and recording. Success will be measured through the productive recruitment, placement, and retention of volunteers and food and fund drive donors who expand the Food Bank’s resources and successfully deliver support to 21 geographically diverse counties in Central Texas, as well as support to other departments within the Food Bank. Activities will be measured by meeting or exceeding benchmark expectations of this position, to be evaluated at 6 months, one year and then annually – that support the Food Bank’s overall strategic plan, operations and programs.
Responsibilities include: ownership of administrative aspects of service project scheduling and event coordination, both internal and external, including administrative and technical support; supervision of recruitment and stewardship strategies, including attracting, selecting, appointing and cultivating suitable candidates for volunteer opportunities and community events within and among the Food Bank and its partners; analysis, reporting and monitoring of annualized community engagement metrics; assist with collaborative work with other program teams to identify opportunities for volunteer engagement and donor cultivation; serves as a representative of the Food Bank to potential volunteers, donors, and partnering organizations.
II. ESSENTIAL FUNCTIONS
- Manage, monitor and deliver daily/weekly/monthly/annual volunteer schedules using online calendar and Volunteer program software systems for appropriate personnel and volunteers as requested.
- Coordinate and facilitate daily aspects of pre- and post-volunteer experience processes, including registration (online and face-to-face), arrival, education, orientation/training and exit activities, in addition to all facets of technical, business and customer-facing support thereto for the Food Bank’s Garden, Kitchen, Mobile Pantry, and Warehouse volunteer opportunities
- Cross-departmentally execute aspects of internal and external Volunteer program administration, including but not limited to evaluating programmatic procedures and policies; orientations/trainings and corresponding curricula; volunteer job descriptions; external marketing and print communications; daily scheduling and reporting; volunteer recruitment; advocacy and leadership development within the organization and community
- Provide on-going evaluation of current opportunities and engagements, ensuring all opportunities are accurately classified and comply with local, state and national requirements
- Assist with volunteer appreciation and recognition programming.
- Monitor email@example.com and volunteer hotline and respond promptly and courteously to e-mail, voice mail, and walk-in requests regarding volunteer shifts, court appointed service hours by answering questions, distributing volunteer information sheets. Review registration requests submitted by volunteers for inaccuracies and incompleteness. Provide appropriate and prompt follow-up.
- Assist Events Coordinator in coordinating food/fund drives, sponsored events and cause-related marketing campaigns including, but not limited to implementation and logistical coordination. In-house logistical coordination includes volunteer recruitment, operational logistics, staff scheduling, training and debriefing, follow-up, etc. External logistics include working with Community Partners, venue representatives, and other external event organizers regarding their requirements. Cross-departmentally develop and execute aspects of community and signature events, including but not limited to procedures and policies; orientations/trainings and corresponding curricula; external marketing and print communications; daily/event scheduling and reporting; volunteer/staff recruitment, and online donation tracking (virtual food drives).
- Work with Events team and Accounting department to correctly code incoming event donations. Assist Events Coordinator in reviewing batches in Raiser’s Edge, entering CE information in development database and coordinating CE data and weekly thank you letters.
- In conjunction with Events Coordinator, produce detailed planning documents for events requiring the greatest level of support and maintain the events spreadsheet.
- Monitor firstname.lastname@example.org and food/fund drive hotline and respond promptly and courteously to e-mail, voice mail, and walk-in requests regarding food/fund drives, sponsored events and cause-related marketing Campaigns by answering questions, distributing coordinator kits, and distributing registration forms. Review registration forms submitted by donors for inaccuracies and incompleteness. Provide appropriate and prompt follow-up.
- Effectively deliver and disseminate the Food Bank’s Community Engagement opportunities, including food drives and volunteer opportunities, through outreach, external marketing outlets, in addition to public speaking engagements, recruitment fairs, and public events and networking engagements.
- Effectively promote volunteer and food drive opportunities and manage affiliate presence at volunteer and community fairs through collaborative research and development of community partnerships that support organizational goals
- Analyze, monitor and report all aspects of annualized Community Engagement program data, metrics and compliance including oversight of the Food Bank’s internal Volunteer and Event, and Food Drive surveys and evaluations.
- Respond to inquiries, research and resolve problems related to community events and volunteer resources; serve as liaison with other constituencies in the resolution of day-to-day administrative and operational issues.
- Provide instruction as needed to departmental interns working within the parameters of the Volunteer Resources, Community Events, and other internal departments as assigned
- Collaborate cross-departmentally with personnel to plan, phase and implement volunteer support systems for Company-wide events
- Availability to work a flexible schedule to accommodate volunteer shifts and events, fairs, meetings and travel during the evenings and weekends (as assigned). Work days will be Monday – Saturday with varying hours (total of 40)
- Assist with scheduling and providing public tours to event donors and volunteers
- Maintain inventory of Community Engagement supplies, including volunteer t-shirts and event collateral
- Ad hoc duties as assigned
III. MINIMUM QUALIFICATIONS
Education, Experience, and Training
- Bachelor's degree in communications, human resources, social work, business development or related field from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or 3 years of equivalent work experience.
- 1-2 year’s full-time, wage-earning experience with direct contact to the public-at-large, involving volunteer coordination, public relations, marketing, and/or customer service
- Demonstrated experience successfully coordinating community volunteers a plus.
- Experience with recruiting, technical recruiting a plus
- Volunteer Management Certification a plus
- Bilingual in Spanish a plus
Knowledge and Skills
- Excellent written, oral and interpersonal communication skills, in particular the ability to understand and organize detailed information, and to write about and speak extemporaneously on that information
- Proven network sourcing and relationship-building skills
- Skill in database management and record-keeping, including ability to collect and interpret data-based measurements that demonstrate the effectiveness or failure of the recruitment systems
- Ability to manage multiple projects and deadlines simultaneously while maintaining attention to detail/accuracy in a high-energy, fast-paced environment
- Ability to exercise good judgment and discretion; strong ethical character, capable of handling confidential and proprietary information
- Ability to work independently with minimal supervision; self-starter who can work collaboratively and independently use sound judgment and discretion
- Demonstrated ability to successfully plan, organize, and implement administrative aspects of volunteer programs and activities with a high-level of detail
- Effective communicator, both verbally and in writing, with the ability to motivate and inspire others
- Demonstrated proficiency and knowledge of computer applications including Microsoft Word, Excel, PowerPoint and Outlook; experience with Convio, Raiser’s Edge, and VolunteerHub software a plus
- Ability to work cooperatively and professionally communicate information with Food Bank personnel and volunteers, representing a diverse group of people
- Ability to travel for recruitment meetings, college visits and career fairs and maintain a flexible work schedule
IV. ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION
- Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 50 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
- Conditions may include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
- Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, typewriter, calculator, copier, fax machine, telephone, and automobile.