Volunteer Services Coordinator

Summary of Overall Purpose

The Volunteer Services Coordinator ensures the Village runs smoothly by managing daily volunteer operations and fostering a positive, productive volunteer experience. This role is essential in maintaining accurate scheduling, supporting volunteers during their shifts, and collaborating across departments to ensure operational success. Coordinators play a vital part in creating a welcoming environment, helping volunteers feel valued, and ensuring the Village's mission is fulfilled.

Key Accountabilities

• Volunteer Scheduling and Coordination

• Proactively contact volunteers to fill open shifts and ensure operational coverage.
• Address call-ins and no-shows by finding alternative coverage to minimize disruption.
• Maintain the daily volunteer schedule, ensure accuracy, and provide timely updates.
• Proactively communicate updates, track progress, and note areas for improvement in operations.

• Volunteer Relations

• Provide a welcoming and organized check-in and check-out experience for all volunteers.
• Respond to volunteer inquiries via phone, email, or in person in a prompt and professional manner.
• Provide on-the-spot coaching and address volunteer concerns, escalating when necessary.
• Resolve conflicts between volunteers or between volunteers and staff with professionalism and fairness.
• Work closely with Village departments to ensure volunteers are supported in their roles.
• Gather feedback from volunteers to continually improve the program.
• Champion a culture of safety and educate volunteers on Village safety protocols.
• Work to provide meaningful volunteer engagement through the full volunteer cycle.

• Administration

• Maintain accurate records of volunteer attendance and volunteers on property.
• Prepare the next day’s schedule.
• Process new volunteer applications and orientation.
• Perform daily admin tasks to keep our Volunteer Management System (Volgistics) up to date.

Qualifications

• SKILLS, COMPETENCIES, EDUCATION AND EXPERIENCE

• High school diploma or GED required.
• Valid driver’s license and clean driving record.
• 1 year work related experience in volunteer services, guest services, human resources, development, or related field required.
• Ability to speak and write English clearly & articulately with a positive, professional & pleasant manner.
• Knowledge of GKTW’s mission and a passion to learn about volunteer management.
• Proven ability to deliver exceptional customer service.
• Ability to speak to large groups in person and virtually.
• Demonstrated ability to maintain multiple priorities and ability to adapt quickly and easily to a changing environment.
• Ability to work with all types of individuals, including co-workers, volunteers, and leaders.
• Ability to use creative problem-solving skills and demonstrate decisiveness.
• Ability to maintain confidential information.
• Proficient in Microsoft Office (Outlook, Word, Excel, Power Point).
• Regular, predictable attendance, punctuality, and availability to work during operational hours with the availability to work varied hours including evenings, weekends, and holidays.
• Own outcomes, work collaboratively, and hold team members and volunteers accountable.
• Ability to work in a professional and positive manner with high attention to detail in a variety of situations.
• Dedicated to approaching work with a sense of urgency and accountability.
• Ability to maintain good professional boundaries.
• Ability to operate a motorized vehicle, including battery-operated golf cart.
• Preferred BA/BS in related area.
• 1 year of previous volunteer management experience.
• Experience with Volgistics.
• Bilingual.