Volunteer Services Coordinator

Volunteer Services Coordinator

Role:

Coordinates volunteer services for the HPLD Friends & Foundation Volunteer program in support of HPLD programming and services.

Major Duties and Responsibilities:

45% - VOLUNTEER SERVICES COORDINATION - This support services position actively works with the Foundation Director to support onsite library volunteer coordinators with the Friends Volunteer Program and its processes. Process tasks include but are not limited to:

• work with staff to determine need for volunteer positions
• draft volunteer descriptions
• post volunteer opportunities.
• route completed applications to library staff
• coordinate volunteer reference checks, background checks, orientation and safety trainings
• create and sends volunteer acceptance letters and communications
• create, send and ensure the completion of volunteer agreements
• support library staff with volunteer removal as needed
• manage volunteer membership, recognition
• ensures that benefits are met

Works with the Foundation Director and library staff to draft, maintain and establish guidelines, best practices, policies, and procedures for the Friends Volunteer Program. Promotes volunteer programs through news releases, flyers, public presentations, and internet-based sources. Meets with library Volunteer Coordinators monthly to build relationships and provide additional support. This position requires frequent travel to the libraries of the High Plains Library District to support volunteers. (Essential)

25% - DATA MANAGEMENT- Ensures that all volunteer records and data are regularly stored correctly and updated in database. Maintains volunteer records and membership through data entry, creates, pulls and analyzes reports, records and acknowledges volunteers and memberships in Volunteer Management System, manages records in compliance with state and federal laws, and maintains proper records for the Friends & Foundation and HPLD for insurance purposes in the absence of the Foundation Director. (Essential)

15%- EVENT PLANNING AND COORDINATION – Assists Foundation staff in the planning and implementation of Foundation fundraising events and additional volunteer appreciation throughout the District. Responsibilities include but are not limited to: event set up and clean up with all Friends & Foundation staff, managing and creating volunteer guest lists, managing Friends & Foundation event volunteers, serving as a point of contact for library Volunteer Coordinators and volunteers, and securing and being the point of contact for assigned vendors. (Essential)

10% - CLERICAL - Prepare, file and distribute meeting materials and all volunteer orientation and onboarding materials. Take meeting notes during meetings with librarians and volunteers in the volunteer planner. Makes room arrangements for volunteer onboarding and orientation. Purchase and set up refreshments for volunteer meetings. Assists the Foundation Director with clerical duties as assigned. Provide occasional updates to the Friends & Foundation Board of Directors. (Essential)

5% - OTHER DUTIES – Assists with VISTA Volunteer, Interns, as they are available to the Foundation. Manages Friends & Foundation Volunteers as assigned. Other duties as assigned. (Non-Essential)

Minimum Requirements:

Education:

Bachelors Degree

Experience:

Two years experience in similar position

Or any equivalent combination of education and experience that provides the critical success factors.

District Success Factors:

Focuses on the customer

Initiative

Contributes to a positive work environment

Strategic thinking

Pursues personal development

Continuous improvement

Takes pride in the workplace

Emotionally intelligent

Tactful

Knowledge of public library operations

Creativity

Job Success Factors:

Knowledge of Nonprofit operations including best principles and practices of a foundation and/or 501c (3)

Knowledge of volunteer services coordination, supervision and management and best practices

Knowledge of public library services and purpose

Knowledge of data and privacy best practices

Skill in verbal and written communications

Skill in reading comprehension and copy writing

Skill in organization and time management

Skill in attention to detail

Skill in clerical tasks

Skill in working on a team

Skill in event planning and coordination

Skill in Word, Excel, Outlook, PowerPoint, CRMs, volunteer databases, social media platforms, internet, and basic computer operation.

Skill in customer relations

Skill in critical thinking

Skill in multi-tasking

Able to operate with high integrity

Able to convey the mission and vision of HPLD and its Friends & Foundation

Able to effectively represent the Friends & Foundation and HPLD

Able to analyze and solve problems

Able to follow and create processes

Able to use proper grammar orally and in writing

Able to work under pressure

Able to operate various office equipment including copiers and printers

Able to use good judgment

Able to work with confidential information

Able to anticipate needs

Physical Success Factors:

Ability to lift 20 lbs.

This Job Description is not a complete statement of all duties and responsibilities comprising this position.