Volunteer coordinator

Gleaners Food Bank of Indiana is the states largest hunger relief organization and one of the leading food banks in the Feeding America Network.

In additional to vital hunger relief programs in our 21-county service area, we also operate Fresh Connect Central, a regional produce cooperative for Feeding America, serve as a contract reclamation site for Kroger Central Division, and are a staging site for FEMA disaster response.

Available to work 2 evenings and 1 Saturday a month; Schedule options are Monday-Friday, 7 : 30 am 4 pm with 2 Thursday evenings and 1 Saturday required per month or Tuesdays-Saturdays, 7 : 30 am -4 pm.

Position Purpose : The Volunteer Experience Coordinator focuses on recruiting, coordinating, and overseeing volunteers to ensure they have a premier volunteer experience.

This Coordinator plays a frontline role in communicating the impact volunteers have on Gleaners mission while supporting the critical operations support volunteers provide in service to clients.

This position is essential to cost-saving for operations and distributing food to our clients, as well as inspiring financial support to our food bank.

The Volunteer Experience Coordinator helps implement the strategic and tactical direction provided by the Director of Volunteer Programs to ensure operational success from treasured community volunteers for Gleaners and neighbors.

All responsibilities shall be consistent with Gleaners Food Bank's mission to be a leader in the fight against hunger.

Benefits :

• Medical / Dental / Vision
• Generous PTO, all federal holidays, volunteer days and birthdays
• On-site exercise facility
• Robust Wellness Program
• 403 Plan with Match
• Success Sharing Incentive Plan

Essential Functions of Volunteer Experience Coordinator :

• Contribute to the development and growth of the volunteer program, including recruiting, training, placing (in coordination with operations and other departments as needed), retaining, recognizing, documenting, and managing volunteers and enhancing their volunteer experience by improving communications with them and engaging other members of the advancement team and organization in ensuring a positive experience.
• Responsible for the scheduling of community, school, and church groups and coordination of schedules through managing online interest form responses and volunteer inquiries by phone and email.
• Assist with the on-site coordination of volunteers and the volunteer experience. Will lead orientation of new volunteers and communication with necessary staff supervisors.
• Lead volunteers on projects to process food to make it ready for distribution.
• Ensure volunteer adherence to personnel and food safety standards.
• Ensure compliance and adherence to GFB, Feeding America, AIB, USDA, ISDH and any other applicable processes or regulations for safe and sanitary shipment and storage of all products.
• Take group and candid photos of volunteers and upload them to the Shared Drive so Development and Marketing / Communications staff have easy access.

Engage with volunteers during their shifts to solicit feedback, answer questions, and serve as a resource for information, including donation opportunities, future volunteer opportunities, and other ways to engage with Gleaners.

• Assist the Director of Volunteer Programs with programs to further engage youth, youth groups, and adaptive volunteers in our mission, including job skills development and specialized skill development and training.
• Assist the Director of Volunteer Programs with the development and implementation of a virtual experience that can engage volunteers and community members in lieu of or in addition to a traditional volunteer experience.
• Work closely with the Director of Volunteer Programs to ensure the food bank is fully supported with volunteers and to cross-train for coverage in each others absence.
• Assist with management of the Volunteer Hub database to ensure the accuracy of contact information, volunteer hours, and external platform for community engagement, maintenance of metrics for volunteer reports.
• Conduct and assist with tours of the building for interested volunteers and / or stakeholders.
• Attend recruitment fairs and community events as a representative of Gleaners Food Bank.
• Maintain community engagement kits for staff and volunteers to use at off-site community engagement events.
• Identify new trends in volunteerism and maintain best practices.
• Acts as a trusted and professional liaison between staff and volunteers.
• Document and share volunteer stories to help spread awareness for the food bank and volunteer program.
• Collect and facilitate volunteer feedback through volunteer survey and debrief sessions.
• Work alongside the Director of Volunteer Programs to recognize and appreciate volunteer achievements, including the management of volunteer points and the online SWAG store.
• Assist with conflict resolution involving volunteers and implement disciplinary actions as necessary.
• Other duties as assigned.

Requirements of Volunteer Experience Coordinator :

• Volunteer management experience required.
• High School Diploma or equivalent.
• Experience in customer service.
• Valid driver's license / Clean driving record / Must be insurable by company vehicle insurance provider.
• CVA (Certified Volunteer Administrator) certification a plus, but not required.
• Ability to stand for long periods of time; walk; use hands to finger, handle, or feel; reach with hands and arms.
• Ability to lift and / or and move 50 lbs. and to push / pull 2,000lbs. of product using manual pallet jack.
• Ability to operate machine, mechanical, and electrical equipment.
• Ability to move within / between Department or Facility.
• Ability to sit, stand, speak clearly, see, feel and have manual dexterity.
• Ability to drive.

Skills and Abilities Volunteer Experience Coordinator :

• Exceptional people skills and passion about volunteerism and Gleaners mission.
• Demonstrated planning, process, and implementation skills.
• Demonstrated ability to work pleasantly under pressure and in a fast-paced environment with multifaceted demands internal and with multiple deadlines.
• Excellent organizational and time management skills with demonstrated ability to successfully multi-task.
• Ability to pay close attention to details, coordinate multiple tasks simultaneously, and set priorities to meet deadlines.
• Initiative / self-starter / ability to work without close supervision.
• Flexibility to attend evening and / or weekend meetings and / or events.
• A commitment to full and visible participation as a hunger relief leader in the community.
• Ability to work well, build rapport, and make a persuasive case for support with diverse constituent groups, both internally and externally.
• Ability to maintain confidentiality.
• Ability to professionally communicate with audiences (volunteers, donors, corporate contacts, staff members, etc.).
• Ability to effectively present information and respond to questions from groups of volunteers, the general public, media, and staff, an attentive listener.
• Ability to perform basic math functions.
• Ability to prepare reports with metrics.
• Continuous improvement methodology.
• Proficient in Microsoft Suite, i.e. (Outlook, Word, PowerPoint, Excel, Google Docs, etc.).

Work Environment and Hours of Volunteer Experience Coordinator :

• On-site only; this position does not have an option for remote work.
• Both an office and a warehouse environment, which may be noisy.
• Maintain a flexible work schedule to meet the demands of the position.
• Regularly work weekends and / or evenings .
• Travel up to 5% of the time, with occasional overnight stays.
• Exposure to fumes / odors and dirt / dust.
• Machinery / equipment in use.
• Fast-paced and deadline oriented.
• Work independently and with minimal supervision.
• Ability to work with others, both verbally and face to face.
• Frequent use of computer and software systems.
• For full job description review PDF

Gleaners Food Bank is an Equal Employment Opportunity Employer and provides equal opportunities for employment and advancement for all individuals, without regard to race, color, national origin, religion, sex, gender identity, gender expression, sexual orientation, disability, age, marital status, family / parental status, pregnancy, leave status, genetic information, veteran status, creed, citizenship status, income derived from a public assistance program, political beliefs, reprisal or retaliation for prior civil rights activity, or any other status or category protected by applicable federal, state, or local law.

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Last updated : 2024-09-01