Volunteer & Event Coordinator -11-145SC/ Tustin Ranch Corps

The Salvation Army USA Western Territory; Tustin (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Salvation Army USA Western Territory is seeking a Volunteer and Events Coordinator to oversee the Tustin Ranch facility and promote rentals and events, while coordinating volunteers for the Tustin Ranch Corps and Orange County Coordination. This role is part of the Tustin Ranch Ministry Team and requires collaboration with marketing and staff to support community events.

Responsibilities include managing volunteer recruitment and training, coordinating venue usage, handling vendor bookings,

Qualifications

• Bachelor's degree preferred or equivalent nonprofit experience.
• Experience coordinating volunteers and events in a nonprofit setting.
• Strong communication, organization and time-management skills.

Responsibilities

• Oversee recruitment, screening, training and support of volunteers.
• Plan and manage venue usage, calendars and vendor rental processes.
• Coordinate special events for Orange County Coordination and the Tustin Ranch Corps.
• Maintain event files, post-event debriefs and reports.

Skills

Volunteer management

Event coordination

Communication

Time management

Education

Bachelor's degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Publisher

WordPress

Adobe Acrobat

Job description

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

The Volunteer and Events Coordinator will oversee Tustin Ranch facility/venue to promote rentals and events for creating revenue. In addition, this position will coordinate volunteer participation and special events for the Tustin Ranch Corps and Orange County Coordination. This position is considered part of the Tustin Ranch Ministry Team.

Essential Functions

Volunteer Management

• Recruit, screen, interview and train new volunteers
• Ensure all volunteer paperwork is completed and updated on a yearly basis, and that appropriate documents are forwarded to DHQ in a timely manner
• Collaborate with program directors/ministry leaders to determine volunteer opportunities in existing programs quarterly
• Collaborate with program directors to provide clear written job descriptions and expectations for volunteers
• Publish volunteer opportunities online and advocate for volunteers within the community
• Compile accurate statistics and report in a timely manner
• Create and maintain a volunteer database for Orange County Coordination
• Celebrate volunteer accomplishments through recognitions and celebrations
• Host and attend recruiting events within the community to attract qualified candidates; partner with Marketing and professional associations to publicize opportunities for volunteers
• Develop and maintain relationships with other volunteer organizations within the area to host/provide volunteers as needed

Events Coordination

• Manage and coordinate Tustin Ranch venue/facility usage
  • Create and manage Tustin Ranch campus-wide facility calendar to coordinate room usage for internal meetings and activities.
  • Coordinate, promote, book and manage outside vendor rentals of TR facility
  • Ensure vendor rental agreements are completed and processed correctly (including necessary permits) and in a timely manner
  • Collaborate with key stakeholders to screen/book entertainers, photographers, etc. for each event
  • Determine and maintain event budgets
  • Conduct post event debrief with key staff/stakeholders to determine successes and opportunities; maintain reports as needed
  • Coordinate with Maintenance Coordinator/campus facility staff to ensure facility set ups are completed in a timely manner according to program requests/needs
  • Process invoice and collect rental payments according to TSA policy through OC Finance Department to create revenue stream for Tustin Ranch Corps
• Oversee and/or coordinate and assist with special events for the Orange County Coordination programs including, but not limited to: Christmas Warehouse Toy Shop, Angel Tree, Adopt-A-Family, Kettle Kick-Offs, Volunteer Appreciation, Employee Appreciation, Backpack distribution etc.
  • Begin planning six months in advance; conduct collaborative planning meeting as needed
  • Plan logistics, manage communication and secure volunteers for each event
  • Conduct post event debrief meetings; create written briefs regarding each event
  • Maintain and update event files, in print and electronic copy
  • Coordinate with the Corps Officers, Advisory Board committees, and/or staff teams involved with the events listed above
  • Work with marketing department to create, order, and distribute print and web material for each event
  • Book venues, coordinate supplies and staff, and ensure that necessary parties are informed and prepared regarding responsibilities
  • Ensure that acknowledgements and thank you notes are written post event
  • Create written briefs regarding each event
  • Maintain event files, in print and electronic copy
• Oversee and/or coordinate and assist with special events for the Tustin Ranch Corps including, but not limited to: National Salvation Army Week Event (Open House), Seasonal Programs (Christmas and Easter), Annual Corps Picnic and monthly corps fellowship events
  • Begin planning six months in advance; conduct collaborative planning meeting as needed
  • Plan logistics, manage communication and secure volunteers for each event
  • Conduct post event debrief meetings; create written briefs regarding each event
  • Maintain and update event files, in print and electronic copy
  • Coordinate with the Corps Officers, Advisory Board committees, and/or staff teams involved with the events listed above
  • Work with marketing department to create, order, and distribute print and web material for each event
• Oversee and coordinate Tustin Ranch Corps' participation in community events including, but not limited to: Tustin Tiller Days, Tustin Sunset Market
  • Begin planning six months in advance; conduct collaborative planning meeting as needed
  • Plan logistics, manage communication and secure volunteers for each event
  • Communicate with city departments
  • Conduct post event debrief meetings; create written briefs regarding each event
  • Maintain and update event files, in print and electronic copy
  • Coordinate with the Corps Officers, Advisory Board committees, and/or staff teams involved with the events listed above
  • Work with marketing department to create, order, and distribute print and web material for each event
• Plan and coordinate Campus Connect for the Tustin Ranch and Orange County staff located at the Tustin Ranch Corps.
• Liaise with Disneyland Resort in regard to donations to The Salvation Army.
• Attend and participate in weekly ministry team meetings.
• Other duties as assigned

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 30 lbs.

Minimum Qualifications

1. Bachelor's Degree is preferred
2. 5 years working experience in Volunteer Coordination or Events Coordination or related field
3. Experience in the non-profit sector
4. Proficiency in Microsoft Word, Publisher, Excel, Access; Wordpress, social media platforms, and Adobe Acrobat
5. Proficiency in working with basic office computing systems and equipment

Skills, Knowledge, and Abilities

1. Driving Test and clean MVR check (if applicable)
2. If working in vicinity of children a criminal background check is required with certification for Protect the Mission policies and procedures
3. Possess efficient and effective organization, communication and time management skills
4. Ability to keep organizational and client confidentiality
5. Professionalism in relation to clients, fellow employees, and community contacts

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.