Volunteer Services Specialist

About the Role

The Volunteer Services Specialist is responsible for coordinating all aspects of volunteer groups, which account for 40% of daily volunteer shifts. This includes managing scheduling, logistics, and communication to ensure groups are well-prepared and supported. In addition to group coordination, this role supports volunteer engagement, appreciation, and recruitment efforts through project-based tasks designed to strengthen and enhance the volunteer program. The Volunteer Specialist will balance group responsibilities with desk duties and strategic projects, stepping in as a lead during manager absences to maintain effective daily operations.

Responsibilities

• Group Coordination: Manage all aspects of volunteer groups, including scheduling, logistics, and communication; serve as the main point of contact for group leaders, ensuring a seamless experience from inquiry to post-shift follow-up; prepare group materials, confirm rosters, and address last-minute changes or cancellations; collaborate with operational teams to align group placements with Village needs; track group participation, providing reports and insights to support volunteer planning.
• Desk Operations: Greet and check in volunteers, ensuring they have the tools and information needed for their shifts; respond to calls, emails, and inquiries from volunteers and staff; address volunteer feedback and provide support or escalate concerns as necessary; assist with on-the-spot guidance and coaching for volunteers.
• Engagement, Appreciation and Recruitment: Contribute to the development and execution of volunteer appreciation and engagement initiatives; support recruitment efforts by participating in outreach events and creating materials to attract new volunteers; assist with updating volunteer resources, such as training guides, manuals, and position descriptions; collaborate on special projects to improve processes, systems, and volunteer satisfaction.
• Lead: Serve as the lead for Volunteer Services during manager absences, ensuring smooth operations; provide guidance to coordinators and volunteers, resolving issues as they arise; act as a liaison between volunteers and other teams to address immediate needs or concerns.
• All Other Duties As Assigned.

Physical Demands

• Regularly required to walk, stand, bend, crouch, balance, and use hands/arms to lift or move objects.
• Able to work in outdoor weather conditions.
• Able to lift and transfer up to 30 lbs.
• Able to work a flexible schedule, including nights, weekends, holidays, and extended hours both on and off property.

Qualifications

• Knowledge of Give Kids The World Village’s mission and a passion to learn about volunteer management.
• Proven ability to provide exceptional customer service.
• Strong verbal and written communication skills, with the ability to articulate clearly and professionally in English.
• Ability to speak to large groups in person and virtually.
• Demonstrated ability to manage multiple priorities and adapt quickly to changing environments.
• Ability to work effectively with diverse individuals, including co-workers, volunteers, and leaders.
• Ability to 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.
• Creative problem-solving skills and decisiveness.
• Sense of urgency and accountability in completing tasks.
• Ability to maintain confidentiality.
• Ability to maintain good professional boundaries, as this position does not have staff supervision but does supervise volunteers.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to operate a motorized vehicle, including battery-operated golf cart.
• Valid driver’s license and clean driving record.
• Ability to meet attendance and punctuality requirements, which are essential functions of the position.
• High School Diploma.
• 1+ year of experience in volunteer services, event coordination, hospitality, or customer service.

Preferred Requirements

• Bachelor’s Degree in a related field.
• Guest services experience.
• Experience with the use of databases.
• Bilingual, English & Spanish.