Administrative Volunteer Coordinator

Job Description

Job Description

Description:

Join Us in the Fight Against Hunger!  

At the Food Bank of Central & Eastern North Carolina, we believe in a future where no one goes hungry. Our mission is simple but powerful: Nourish people. Build solutions. Connect communities.

We’re looking for passionate, dedicated people to bring their talents to an organization where every role makes a real difference. Guided by our values - Integrity, Compassion, Dedication, Teamwork , and Fun - we work hard, support one another, and celebrate the impact we create together.

If you’re ready to put purpose at the center of your career, we’d love to have you on our team!

Position Summary  

The Administrative Volunteer Coordinator supports the Volunteer Engagement Department by providing administrative, scheduling, and communication support for volunteer operations across all branches. Reporting directly to the Director of Volunteer Engagement, this in-person position based in Raleigh plays a key role in ensuring an organized, responsive, and welcoming experience for volunteers and community partners. This position assists Volunteer Coordinators across multiple branches with scheduling individual volunteers and group volunteer requests, helping maintain efficient volunteer coverage and strong communication.

The Administrative Volunteer Coordinator is also responsible for supporting accurate volunteer data management, including volunteer hours, group information, and departmental metrics used for reporting and operational planning. In addition, the role supports the Director of Volunteer Engagement and Volunteer Managers in coordinating volunteer appreciation initiatives, special events, and engagement activities. The Administrative Volunteer Assistant helps uphold the department’s commitment to excellent customer service by implementing and maintaining a 24-hour response policy for volunteer inquiries received through phone and email. This position also manages the centralized volunteer phone line and serves as a key point of communication for volunteer-related inquiries across all branches, ensuring timely assistance and a positive volunteer experience. 

Primary Responsibilities  

(80%) Planning, scheduling, and communications 

• Manage the centralized volunteer phone line, providing support for group scheduling, individual volunteer opportunities, and general volunteer inquiries for all branch locations.
• Serve as the primary scheduling coordinator for volunteer inquiries across all branches, managing requests received through volunteer platform, email and phone communication.
• Implement and uphold the department’s 24-hour response policy for volunteer inquiries received via phone and email.
• Oversee and maintain the Volunteer Program calendar by coordinating schedules, aligning volunteer sessions with organizational priorities, holidays, and special events, and ensuring the accurate management of open, closed, and modified volunteer sessions. 
• Coordinate and oversee volunteer scheduling and reservation management for individual volunteers and volunteer groups across all branches, ensuring timely communication, operational efficiency, and consistent support for Volunteer Coordinators. 
• Provide excellent customer service and professional communication to volunteers, community groups, schools, corporate partners, and general inquiries.
• Support the Director of Volunteer Engagement and Volunteer Managers in planning and coordinating volunteer special events, including logistics, scheduling, communications, and event implementation.
• Issue volunteer hour verification letters and documentation upon request for schools, colleges, universities, courts, and individual volunteers.
• Attend Volunteer Engagement team meetings and participate in additional departmental meetings as requested.
• Support administrative and operational functions of the Volunteer Engagement Department as needed to ensure efficient volunteer experience across all branches. 
• Travel to and visit branch locations as needed to understand branch operations, support Volunteer Coordinators, and ensure volunteer scheduling aligns with operational goals and local volunteer program needs. 
• Other responsibilities as needed by Director of Volunteer Engagement 

(20%) Fundraising Support and Donor Stewardship: 

• Maintain accurate volunteer records and data within the volunteer management platform, including volunteer hours, group information, attendance, and departmental metrics. 
• Assist with the implementation of a comprehensive volunteer stewardship program that supports relationship-building and engagement opportunities for volunteers at all levels. 
• Collaborate with the Development team by identifying and communicating potential volunteer-to-donor opportunities involving individuals, community groups, and corporate partners.

The above statements are intended to describe the general nature of the work being performed by people assigned this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. 

Requirements:

Minimum Requirements  

• High school diploma or GED required; Associate’s degree preferred.
• Minimum of 3 years of office management or administrative experience, or an equivalent combination of education, certifications, and experience. 
• Leadership skills desired in the following areas: Problem Solving, Teamwork, Planning and Organizations, Communications. 
• Employee must be able to pass the organization’s forklift certification test within 60 days.
• Excellent customer service and organizational skills 
• Employee must have a strong work ethic. 
• Employee must be comfortable working independently in a fast-paced environment. 
• Must possess very good written and verbal communication skills and be able to represent the Food Bank professionally. 
• Be detail oriented and have strong interpersonal skills to work with diverse groups of people. 
• Must believe in the mission of the organization. 
• Must have strong public speaking skills. 
• Must believe in the mission of the organization.

Additional Requirements  

Physical & Environmental Requirements  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job has a significant physical aspect associated with the work, including frequent use of tools typically employed in the warehouse. While performing the essential functions of this position, the employee is regularly required to talk, hear, and interact without deliberate impediment (e.g. wearing or listening to headphones, etc.). The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is often required to sit and lift and/or move up to 10 pounds. The employee occasionally stoop, kneel, crouch, and lift and/or move up to 65 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

While performing the responsibilities of the job, the employee is required to work in an office and warehouse setting. Must be able to spend at least 65% of the day standing and walking on surfaces such as concrete and ground. Frequently, the employee will be required to drive an automobile. The employee will be required to interact with Food Bank personnel in the warehouse(s). In doing so, the employee will occasionally be exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate. Warehouse can be extremely cold at times and extremely hot during the summer months.

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the described essential functions. The above statements are intended to describe the general nature of the work being performed by people assigned this job. They are not intended to be an exhaustive list of all essential functions and skills required of personnel so classified.

EQUAL OPPORTUNITY EMPLOYER

We are an equal opportunity employer. We do not regard race, color, religion, national origin, age, sex, pregnancy, marital status, disability, genetic information, veteran status, sexual orientation or any protected class characteristic when seeking to hire. This practice, in addition to hiring, applies to our recruiting, training, transfers, promotions, job benefits, pay, dismissal practices, social and recreational activities, and any other term or condition of employment. We care about our employees, our candidates, and our community. As such, please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits For You

We help YOU thrive. As a mission-based organization, we believe our team needs great support to help deliver on our work to Nourish People, Build Solutions, and Empower Communities. Our comprehensive benefits package includes:

• Medical, Dental and Vision Plans
• Health Spending Accounts + Employer Contributions
• Flexible Spending Accounts
• Paid Time off: including Holidays, Personal, Vacation, and Sick Time
• 403(b) with 5% Match after 90 days
• Paid Parental Leave
• Employee Assistance Program
• 100% Employer paid STD and LTD Insurance
• 100% Employer paid Group Life Insurance
• Voluntary benefits including Accident and Critical Illness
• Business Travel mileage reimbursement