Job Description
Volunteer Services Coordinator
Revised: 04/08/2024
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:
· review volunteer request forms
· draft volunteer descriptions as needed
· post volunteer opportunities
· route completed applications to library staff
· conduct volunteer reference checks, background checks, orientation and safety trainings
· create and sends volunteer acceptance letters and communications
· create, sends and ensures the completion of volunteer agreements
· support library staff with volunteer removal as needed
· manage volunteer membership, recognition, and 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. Works with the Foundation Director to secure new volunteer management software and background check provider for the library District. 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 provide onboarding orientation and support for volunteers. (Essential)
25% - DATA MANAGEMENT- Works with Friends & Foundation Associate to ensure 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.
15%- EVENT PLANNING AND COORDINATION – Assists the Foundation Director, Development Coordinator and Friends & Foundation Associate in the planning and implementation of the Friends appreciation events and additional volunteer appreciation throughout the District. Responsibilities include but not limited to: event set up and clean up with all Friends & Foundation staff, managing and creating volunteer guest lists, 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 and Development Coordinator 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: Associates Degree
Experience:Minimum of two years experience in similar position
Or any equivalent combination of education and experience that provides the critical success factors.
Travel: This position requires the use of a personal vehicle for frequent travel to locations across the High Plains Library District. Gas mileage will be reimbursed in accordance with the organization’s policies and procedures.
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
Ability to convey the mission and vision of HPLD and its Friends & Foundation
Ability to effectively represent the Friends & Foundation and HPLD
Exceptional communications skills
Exceptional interpersonal skills in communication and relationships
Exceptional writing and comprehension skills including copy writing
Exceptional organizational and time management skills
Exceptional attention to detail
Strong clerical skills
Strong team skills
Strong ability to operate with high integrity
Keen aptitude for analysis, organization and problem solving
Creation of effective processes
Experience in event planning and coordination
Skilled 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 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.
Benefits & Additional Compensation Info
Benefits:
Medical Insurance
Dental Insurance
Vision Insurance
Life Insurance
Accidental Death and Dismemberment (AD&D) Insurance
Short-Term Disability
Long-Term Disability
401(a) Defined Contribution Retirement Plan
457 Deferred Compensation Plan
Flexible Spending Accounts for transportation, dependent care and medical expenses
Tuition Reimbursement
Paid Leave
Additional Info & Requirements
Pay Grade: 48
Compensation/Benefits: $23.50 - $31.79/hr; full-time benefits
FLSA Classification: Non-Exempt
Hours: 40 hrs/wk Full-Time; Some days, evenings, and weekends
Location: Administration Building, Greeley, CO 80634
Department: Administration/ Friends & Foundation
Supervisor: Foundation Director
Supervises: None
Deadline: April 29,2024
Links
External Job Ad
https://www.mylibrary.us/jobs/
Website
https://www.mylibrary.us/jobs/
Human Resources / Job Listings
https://www.mylibrary.us/jobs/
HR Info
1.888.861.READ (7323)