Coordinator, Volunteer & In-Kind Donations

Volunteer And In-Kind Coordinator

The Volunteer and In-Kind Coordinator is responsible for managing general volunteer inquiries, ensuring accurate data entry and management of the Rosterfy database, and serving as the main point of contact for Adopt a Meal groups. This role requires a confident communicator who thrives in direct, independent interactions with volunteers and is comfortable engaging with new people via email, phone, and in person. The ideal candidate must be eager and willing to be present at program sites, working closely with individuals experiencing homelessness to support volunteer efforts and organizational goals.

Essential functions include, but are not limited to the following:

• Oversee ongoing, accurate organization, volunteer orientation, placement, administration, recordkeeping, reporting, and scheduling.
• Independently manage general communication with volunteers, in-kind donors, and volunteer-related committees, confidently addressing inquiries and building relationships via email, phone, and in-person interactions.
• Serve as the primary contact for the USHS Adopt A Meal program, providing regular communication with volunteers, on-site greetings, and tours for AAM groups.
• Lead recruiting efforts for the Adopt-a-Meal program, leveraging strong interpersonal skills to connect with new individuals and groups.
• Represent USHS by presenting at service fairs, company events, other institutions, and providing tours of USHS facilities for prospective volunteers, in-kind donors, and other groups, as needed, with a welcoming and engaging presence.
• Assist with USHS Volunteer orientations, ensuring clear and confident delivery of information.
• Create assignments and project opportunities for individuals and groups, collaborating directly with volunteers to meet their needs and organizational objectives.
• Manage the tracking, placement, and progress of volunteers into positions, maintaining proactive communication throughout the process.
• Maintain and manage the volunteer database (Rosterfy or similar) to ensure accuracy.
• Maintain calendars for the Volunteer department.
• Act as the volunteer contact at all USHS events (e.g., Thanksgiving meal service), demonstrating comfort and enthusiasm in onsite engagement.
• Oversee and lead volunteers during events and volunteer programs, providing hands-on support and direction.
• Contribute to volunteer email blasts with clear and effective messaging.
• Accurately report and record volunteer hours for all committees, volunteer groups, individuals, and more.
• Assist with the intake and processing of in-kind donations
• Assist with maintaining an accurate inventory of in-kind donations
• Provide daily, or as needed, organizational support of storage areas
• Support with donation pickups and drop-offs, as needed
• Research, identify, and cultivate prospective in-kind donors
• Coordinate logistics for donation pickups and deliveries, as needed
• Establish and maintain positive relationships with potential and existing in-kind donors
• Maintain and manage accurate records of in-kind donors Other Functions:
• Assist in writing letters, memos, and forms within the Volunteer and In-Kind program.
• Maintain confidentiality of privileged and sensitive personnel and volunteer/in-kind-related material.
• Represent the department and organization at public events, as needed, with a confident and approachable demeanor.
• Coordinate interviews with volunteer applicants, engaging directly with candidates to assess fit.
• Other duties as assigned.

Physical and mental requirements and work environment:

• Work indoors in a temperature-controlled environment and outdoors at program sites, with approximately 30-40% of time spent onsite, exposed to weather and driving conditions. The noise level in the work environment is usually moderate.
• Stand and sit for long periods, move and walk to various locations, including program sites, to engage directly with volunteers and staff.
• See, hear, and speak clearly to give and receive information and instructions in person, over the phone, and via email.
• Demonstrate complex reading and writing skills, memorization, analytical, perceptive, and comprehensive capabilities.
• Exercise good judgment and decision-making capability in dynamic, onsite settings.
• Interact effectively and confidently with employees, clients, volunteers, and members of the public, responding thoughtfully to sensitive inquiries or complaints.
• Requires use of a computer keyboard for long periods of the day, balanced with active presence at program sites.
• Requires driving to other locations in a personal vehicle.

Knowledge, skills and abilities:

• Outstanding computer skills, including MS Office programs (Word, Excel, Gmail, Publisher, Windows) and knowledge of relational database systems.
• Proficient with office communication equipment and machines (telephone, copier, calculator, fax machine, personal computer, and scanner).
• Proficient data entry skills preferred.
• Ability to produce detailed and accurate reports.
• Positive, friendly personality with exceptional comfort and confidence engaging new people via email, phone, and in person, including individuals experiencing homelessness.
• Strong oral and written communication skills, with the ability to independently manage volunteer interactions.
• A conscientious self-starter with excellent attention to detail, high level of concentration, and ability to coordinate multiple projects and deadlines with minimal supervision.
• High level of self-confidence, professionalism, and the ability to perform under pressure and make sound decisions in both office and onsite environments.
• Must possess a valid California driver's license and be willing to utilize a personal vehicle to travel to program sites as needed.
• Proficiency using Rosterfy (or similar) database system, preferred.
• Genuine enthusiasm for volunteerism and comfort working directly with diverse populations at program sites.

Education, training and experience:

• AA degree or equivalent experience; BA preferred.
• Two years of experience providing administrative support or volunteer coordination, preferred.
• Past experience as a volunteer required.

Schedule: Monday: 8:30 AM - 5:00 PM Tuesday: 11:00 AM - 7:30 PM Wednesday: 11:00 AM - 7:30 PM Thursday: 11:00 AM - 7:30 PM Friday: 8:30 AM - 5:00 PM 40hrs/week, Full Time, Non-Exempt