Volunteer Services Coordinator - Saint Paul, United States - CLUES

Description

POSITION SUMMARY

Provide day-to-day operational coordination and support to the Volunteer Services team. Coordinate and assist with volunteer recruitment, applicant tracking and processing, background check processing, onboarding and training volunteers, data entry, file maintenance, and reporting. Support Manager of Volunteer Services to coordinate organization-wide Volunteer Services including strategic recruitment, matching and deployment of volunteers to support CLUES programs and events. Foster a positive, engaging experience for volunteers and continuously strive to improve Volunteer Services programming at CLUES. Provide support in Spanish and English to volunteers, interns, staff, and community members.

Department: Administration – Human Resources
Reports to: Manager of Volunteer Services
Location: CLUES St. Paul, MN Office (generally, in-person with potential for hybrid schedule including limited remote work after initial training and supervisor approval)
Position Type: Regular
Schedule: Part-Time 20 hours/week. Generally, Monday – Friday Office hours. Occasionally, volunteer coordination at an weekday evening or Saturday event required.
Estimated Pay: $ $25.00 per hour (depending on experience & qualifications).
Benefits: Full benefits package available in accordance with current CLUES policies—includes: medical, dental, vision, critical illness, accident, and life insurance (with AD&D); long term and short-term disability; pre-paid legal services and ID theft protection; retirement plan; educational assistance; paid holidays; and paid time off.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Volunteer Services Coordination

• Coordinate volunteer and intern support for CLUES programs, events, and administration.
• Maintain accurate volunteer records, including volunteer database records and timely tracking of volunteer participation and hours served. Keep tracking systems up to date. Conduct at least quarterly audits of volunteer service hours to ensure data is up to date.
• Coordinate volunteer and intern communication and volunteer engagement efforts.
• Work closely with Volunteer Services staff and collaborate across departments as needed to ensure volunteer services work and projects are completed effectively and efficiently. Regularly update Manager of Volunteer Services and work collaboratively toward department goals.
• Directly supervise volunteers when required (e.g., at events).
• Organize and execute volunteer recognition programs and special events.
• Provide and coordinate a positive, engaging experience for volunteers.
• Support ongoing Volunteer Services Program evaluation and improvement efforts. Identify improvement opportunities and propose solutions to supervisor.

Volunteer/Intern Recruitment

• Encourage and promote volunteer service at CLUES.
• Recruit volunteers and interns through online/electronic recruitment, posting of volunteer opportunities, participation in recruitment events, community outreach, communications with existing program partners, and developing new partnerships.
• Respond in timely manner to volunteer and intern interest inquiries and applications. Connect applicants to appropriate internal contacts. Track volunteer contacts and referrals as directed.

Volunteer/Intern Placement and Staffing

• Coordinate volunteer staffing, including matching volunteer and intern applicants (based on interest & skill sets) to support the various areas of CLUES operations.
• Design, deliver and coordinate volunteer orientations and trainings in collaboration with Manager of Volunteer Services.
• Process volunteer and intern intake paperwork, ensuring all necessary paperwork is collected.
• Process background checks and ensure timely completion. Review background check results and report any criminal history record to supervisor immediately.
• Close out volunteer and intern files at completion of service. Promptly terminate network and facilities access for such volunteers and interns.

Other Duties

• Promote the mission, operating values, and services of CLUES within the community.
• Maintain confidentiality in accordance with HIPAA, agency policies and other applicable laws, regulations and ethical standards.
• Carry out all other duties as assigned by supervisor.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RELATIONSHIPS

• This position has no direct employee reports but may be required to supervise volunteers and/or interns.

QUALIFICATION REQUIREMENTS

Education, Experience & Key Abilities*

• High school diploma or GED required. Associate or bachelor's degree preferred.
• At least one year of office/administrative experience required. One to three years' experience specifically in supporting a human resource and/or volunteer services function preferred.
• Experience in community outreach and/or recruitment preferred.
• Bilingual in Spanish and English with cultural sensitivity and awareness required. Strong writing skills in English required, with ability to do formal business communications.
• Detail-oriented with strong organizational and time management skills required.
• Strong interpersonal communication skills, including tact and discretion in sensitive situations required.
• Ability to adhere to strict confidentiality requirements required.
• Strong computer skills required.
• Must be self-motivated and able to work independently and as a team.
• Must demonstrate a positive attitude and willingness to adapt to change and learn.
• Ability to prioritize effectively when presented with multiple competing demands.
• Ability to multi-task in a fast-paced environment required, including working with a sense of urgency to resolve and respond to matters quickly and effectively.

*Equivalent combination of education and experience may be accepted.

Language Skills

• Effective communication in English and Spanish, both verbally and in writing, required.
• Ability to read, analyze, and interpret written materials, including reports, contracts, and proposals.
• Ability to effectively present ideas and information in and organized and effective manner, including writing reports.
• Ability to maintain accurate documentation and respond appropriately to questions from clients, co-workers, management and external parties.

Computer Skills

• Proficient working knowledge of email software, the Internet, databases, and common Windows-based programs, including Microsoft Office Word, Excel and PowerPoint required.
• Must be willing to attend training to advance technical skills and maintain appropriate skill levels to perform job duties.

WORKING CONDITIONS

Background check

• Must pass a criminal background check. As a condition of continued employment, staff person may be required to submit to periodic re-verification of these background checks.

ABOUT US

Comunidades Latinas Unidas En Servicio (CLUES) is a non-profit leader in behavioral health and human services. The organization was founded in 1981 with a vision for improving the quality of life of the Latino population in Minnesota. Today, CLUES is Minnesota's largest Latino agency. Our mission is to advance social and economic equity and wellbeing for Latinos by building upon our strengths and cultures, uplifting our community, and activating leadership for systemic change. Although our services focus on the Latino family, our experience and capabilities enable us to serve individuals and families from all walks of life including new immigrants and low-income families who dream of a better future. Our programs and services encompass a holistic approach to addressing the complex and interrelated barriers our community faces, including programming that advances Community Wellness, Community Leadership, and Community Prosperity. Our services uphold and celebrate cultural richness and community assets as we connect individuals and families to resources, skills, institutions, and opportunities. We employ a diverse, multi-cultural staff to ensure our services are linguistically and culturally relevant.