Volunteer Coordinator

Smiles Inc.; Town of Darien (WI); On-site; USD 53,000 - 64,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

Simple IRA matching

Paid holidays

Personal and vacation time

Job summary

SMILES is seeking a full-time Volunteer Coordinator to recruit, train, manage and retain 200+ volunteers supporting program delivery, events, and facility maintenance. This role reports to the Executive Director and requires some evenings and weekends.

Responsibilities include outreach, onboarding, scheduling, coverage coordination, records maintenance and collaboration with staff and partners. A passion for the SMILES mission and strong organizational skills are essential.

Qualifications

• Experience in volunteer management or similar leadership role.
• Strong communication and organizational skills.
• Ability to recruit, train, and supervise volunteers.

Responsibilities

• Volunteer Recruitment and Training: develop plans, outreach, onboarding and ongoing education.
• Volunteer Management, Scheduling and Engagement: recruit, schedule, cover classes, assist instructors.
• Volunteer Retention and Appreciation: recognize volunteers and collect feedback.
• Administrative Duties: maintain volunteer records, background checks, and materials.
• Professional Responsibilities: attend meetings and support SMILES mission.

Skills

Volunteer management

Community outreach

Staff training

Event planning

Communication

Time management

Relationship building

Education

High School Diploma

Associate's degree or higher

Job description

POSITION SUMMARY

The Volunteer Coordinator is responsible for recruiting, training, managing, and retaining a team of 200+ volunteers who assist with program delivery, special events, facility maintenance and more. The Volunteer Coordinator will embrace the culture of the SMILES organization, value the rich history and work closely with clients, caregivers, other staff and external partners. This position reports directly to the Executive Director. This is a full-time exempt position requiring some evenings and weekends.

SMILES MISSION

SMILES transcends traditional therapeutic methods by offering individuals with special needs the joy of participating in an equine assisted program which provides social, emotional, physical and personal rewards.

RESPONSIBILITIES:

1. Volunteer Recruitment and Training
   • Develop and implement volunteer recruiting plans, schedules, and community outreach
   • Receive and manage all inquiries (email, phone, in-person) related to volunteering
   • Thoroughly orient volunteers and ensure quality volunteer performance through initial training for new volunteers and ongoing training and evaluation for current volunteers
   • Create (as needed) and update (annually) educational videos for continuing education for volunteers
   • Promote safe and effective volunteer performance
2. Volunteer Management, Scheduling and Engagement
   • Provide specialized training for volunteers for the safety, security and well-being of our overall program including staff, volunteers, clients and horses
   • Recruit, schedule, and coordinate volunteers for all programming to ensure client needs are met
   • Ensure class coverage when volunteers are absent; advise instructors of cancellations in a timely manner
   • Participate in programming alongside volunteers and instructors to support riders and volunteers to maintain a deep understanding of the volunteer role and the needs of a therapeutic riding lesson
   • Schedule volunteers for special events; collaborate with Marketing & Development Coordinator as needed
   • Schedule and supervise community service volunteers
   • Accurately assess volunteer strengths for appropriate volunteer position(s) and scheduling
   • Communicate with volunteers in a positive and respectful manner
   • Oversee and update Volunteer Bulletin Board on a quarterly basis
   • Ensure the volunteer spaces/office are well stocked and cleaned (weekly) and create educational, enrichment, and celebratory materials to display in the office
3. Volunteer Retention and Appreciation
   • Oversee volunteer special events including, but not limited to National Volunteer Week and the year-end Volunteer Appreciation event by working closely with the Marketing & Development Coordinator to plan and execute
   • Create and manage volunteer recognition, including but not limited to handwritten thank you notes, letters, special communications and more
   • Solicit volunteer feedback and encourage volunteer interaction on a consistent basis
   • With staff input, collect feedback from volunteers through surveys (such as new volunteer training feedback, attrition surveys, satisfaction surveys, training needs surveys, etc)
4. Administrative Duties
   • Record and maintain all volunteer information in DonorPerfect, including but not limited to annual update forms, background checks, and total volunteer hours
   • Maintain and update volunteer forms and volunteer manuals as needed
   • With PATH Instructor collaboration, oversee compliance volunteer-related PATH Int’l standards
   • Maintain and update volunteer section of the SMILES website
   • As needed, create and update volunteer brochures and other print marketing materials in collaboration with the Marketing & Development Coordinator
   • Create and send monthly electronic Volunteer Newsletter via Constant Contact
   • Attend mandatory staff meetings.
5. Professional Responsibilities
   • Attend committee meetings and professional development as necessary
   • • Strong passion for the SMILES mission and vision
     • Basic equine knowledge and handling skills, or strong willingness to learn
     • Demonstrated ability to work independently, as well as contributing to a cohesive team environment
     • Strong organizational skills with a demonstrated ability to create and manage multiple projects simultaneously
     • Excellent interpersonal communication skills, including the ability to communicate clearly in verbal and written forms
       • Strong passion for the SMILES mission and vision
       • Basic equine knowledge and handling skills, or strong willingness to learn
       • Demonstrated ability to work independently, as well as contributing to a cohesive team environment
       • Strong organizational skills with a demonstrated ability to create and manage multiple projects simultaneously
       • Excellent interpersonal communication skills, including the ability to communicate clearly in verbal and written forms
       • Understand and follow requirements of work environment including, but not limited to, open communication, understand and follow requirements of work environment including, but not limited to, open communication, SMILES plans multiple events throughout the year, and it is essential for employees to be in attendance and assist where needed or directed by Executive Director.

QUALIFICATIONS:

• Strong passion for the SMILES mission and vision
• Basic equine knowledge and handling skills, or strong willingness to learn
• Demonstrated ability to work independently, as well as contributing to a cohesive team environment
• Strong organizational skills with a demonstrated ability to create and manage multiple projects simultaneously
• Excellent interpersonal communication skills, including the ability to communicate clearly in verbal and written forms
• Understand and follow requirements of work environment including, but not limited to, open communication, professional attire, punctuality, preparation for meetings and coordinating work with others
• Results-oriented with a desire to attain new goals each year

• Demonstrated history of dependability and responsibility
• Ability to be flexible and adaptable
• A valid driver’s license and reliable transportation
• Must pass a caregiver background check

PREFERRED EXPERIENCE:

• Familiarity and experience teaching basic equine handling skills
• Familiarity and experience with individuals with special needs
• Preferred background in volunteer management, communications, or other related field, or 2 years of experience managing people

EDUCATION:

• High School Diploma required, associate’s degree or higher preferred.

WORK ENVIRONMENT:

• Requires working in public, office, at home and other locations as needed
• Ability to work in extreme cold/hot/humid weather conditions
• Evenings and weekends sometimes required

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions needed.

PHYSICAL DEMANDS:

• Ability to lift up to 50 pounds
• Ability to stand/walk on rough terrain and cement for long periods of time

Other Duties as Assigned

Please note this job description is not a complete list of all activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice.

Compensation and Benefits

Medical, dental and vision insurance, Simple IRA matching, paid holidays, personal and vacation time.

This position is a full-time, exempt salaried position. Salary begins at $58,656 annually.