Volunteer Coordinator

Role:

Volunteer Coordinator

Reports To:

Volunteer and Community Engagement Manager

Supervises:

Not applicable

Classification:

Part-Time Non-Exempt

Purpose:

The York County Society for the Prevention of Cruelty to Animals (YCSPCA) is a charitable organization that provides long-term human and animal services to residents of York County through programs that find permanent, loving homes for stray and displaced animals. We work hard towards helping control the animal population growth rates, investigating and prosecuting animal cruelty offenders, and educating the public about animal wellness and safety.

York County SPCA employees believe and support our organizational values of Compassion, Integrity, Resilience, Collaboration, Lifesaving, and Excellence (CIRCLE).

Compassion – We believe in the inherent goodness of people and pets.

Integrity – trust is the cornerstone of our success and is earned through consistent displays of integrity.

Resilience – Resilience is the spring within us, always ready to bounce back, no matter how far we are pushed down.

Collaboration - Building bridges and creating partnerships allows us to save more lives.

Lifesaving – Saving lives is not just a duty but a noble and sacred endeavor.

Excellence – Excellence is not just a goal – it’s our DNA.

Position Overview:

The Volunteer Coordinator provides administrative support for the communications and development departments, assisting with volunteer program logistics, scheduling, supporting onboarding processes, fundraising, and marketing. This role is ideal for a detail-oriented, collaborative individual committed to enhancing program efficiency and community engagement for the organization.

Duties and Responsibilities:

• Volunteer Administration: Manage all volunteer applications and inquiries for both shelter and clinic roles. Process background checks, schedule new volunteer orientations, registrations, and hands-on training sessions. Maintain organized and updated volunteer records in Digital Cheetah, ActiveCampaign, and internal files. Inactivate volunteers after 6 months of inactivity and send appropriate communication. Ensure volunteer hours are accurate and approved in a timely manner.

• Volunteer Communication: Communicate with volunteers promptly and professionally via both personal email and the general volunteer email account. Create and send the bi-weekly volunteer newsletter. Maintain updated contact lists for active volunteers and the euthanasia communication list. Report major volunteer concerns to the Volunteer & Community Engagement Manager, Communications Director, or appropriate leadership. Assist in drafting content for volunteer communications, email updates, training materials, and development/marketing requests.

• Volunteer Scheduling: Build and manage shelter and clinic volunteer schedules. Coordinate volunteers for dog walking, animal enrichment, playgroups, clinic support, events, and training sessions. Notify volunteers of schedule changes related to weather, holidays, shelter operations, or special events.

• Volunteer Onboarding and Training: Prepare orientation and registration paperwork; onboard volunteers into Digital Cheetah, training spreadsheets, and ActiveCampaign. Develop, update, and manage training packets, modules, and resources. Schedule and support training sessions and provide ongoing volunteer education. Evaluate and improve onboarding using staff and volunteer feedback. Facilitate volunteer meetings for coaching, support, and role alignment, including proactive outreach when role changes are needed.
  
• Fundraising and Event Support: In partnership with the Volunteer & Community Engagement Manager, Communications Director, and development department, supports community and fundraising event planning and execution. One key fundraising initiative this role will significantly support is our Pet Portrait Fundraiser, a program that connects community members with donor artists to create custom portraits of their pets.

• Volunteer Data and System Management: Ensure volunteer data is accurate and timely in Digital Cheetah and ActiveCampaign. Keep emergency contact information current for all active volunteers. Manage volunteer resources and information uploaded to Digital Cheetah.

• Supply and Apparel Ordering: Coordinate and place orders for volunteer apparel and supplies, including name tags, shirts, leashes, gifts, and event materials.
  
• Volunteer Appreciation: Lead planning and execution of the annual Volunteer Appreciation Event. Coordinate additional appreciation efforts throughout the year (cards, gifts, spotlights, incentives, etc.). Manage the volunteer incentive and appreciation program.

Education and Experience:

Required:

• A minimum of one year of experience working in volunteer management, fundraising or marketing.
• Must be comfortable handling and interacting with shelter animals.
• Must attend and pass the York County SPCA Dog Walking class. This position will be expected to be comfortable working with animals, which will involve interacting with them and walking them. Dog walking can be a physically demanding exercise and will include walking larger, stronger dogs that pull on the leash.

Preferred:

• Degree in human resources, communications, non-profit management, human services, or another closely related field. An equivalent combination of education and experience will be sufficient as well.

Skills and Abilities:

• Possesses a strong passion for the York County SPCA’s mission.
• Communicates effectively in writing and verbally with customers, volunteers, and staff.
• Demonstrates a track record of multitasking with positive results.
• Adapts to changes in the workplace; has excellent organizational skills and is detail-oriented.
• Works efficiently with limited supervision and uses talents to creatively further the mission of the York County SPCA.
• Works independently, prioritizes tasks, and identifies issues that should be raised with the Volunteer and Community Engagement Manager, Communications Director and the Executive Director as needed.
• Possesses strong oral and written communication skills and a thorough understanding of the York County SPCA’s programs and services.
• Demonstrates success in creating and promoting a diverse, inclusive, and respectful workplace environment.
• Works well with a diverse group of staff and volunteers.
• Has excellent computer skills, including a high degree of proficiency in Canva, Microsoft Word, Excel, Outlook, and PowerPoint.

Physical Requirements:

• Must be able to stand, walk, sit, talk and hear, stoop, bend, squat, kneel, grasp, grip, put fingers together firmly and reach above and below shoulder level and lift, push or pull 40 pounds for situations of moving and lifting materials or supplies, repetitively use hands to operate computers; flex the neck upward and downward; twist the neck and the waist. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Salary and Benefits

• $15.00 - $20.00 per hour, paid bi-weekly, direct deposit required.
• Flexible schedule of 30 hours per week.
• The York County SPCA offers retirement benefits with a dollar-for-dollar match up to a maximum of three percent (3%) of your salary per year. The organization offers a SIMPLE IRA.
• 24 hours of Paid Time Off per year after six months of employment.

Working Conditions and Expectations:

• Reliable transportation to and from the shelter as well as community events and engagements, this may involve travel in inclement weather.
• This position will require occasional night and weekend work. Flexibility and willingness to adjust hours to accommodate the needs of the job is necessary. The York County SPCA will provide a flexible work schedule to compensate for evening and weekend work to ensure a healthy work/life balance.
• The Volunteer Coordinator must attend and pass the York County SPCA Dog Walking class. The Volunteer Coordinator will be expected to assist in walking dogs as needed. Dog walking is a physically demanding exercise and will include walking larger, stronger dogs that pull on the leash. The YCSPCA dog walking trails are not paved, can be muddy/wet/snowy, and include uneven terrain.
• Standard office environment, with exposure to environmental conditions that include working near and potentially caring for animals. A variety of animals visit the office nearly every day.