Volunteer Services Coordinator

Volunteer Services Coordinator

High Plains Library District

Ft. Collins/Greeley

Organization type: Government

Type of role: Full-time

Job Category: Administrative

Hourly: $26.59 - $35.97

Pay Grade: 53

Compensation/Benefits: $26.59 $35.97/hr; Full-time benefits

FLSA Classification: Non-Exempt

Hours: 40 hrs/wk Full-time; Some days, evenings, and weekends

Location: Administration & Support Services Office, Greeley, CO 80631

Department: Administration

Supervisor: Foundation Director

Supervises: None

Deadline for Application: July 13, 2026

Role

Coordinates volunteer services for the HPLD Friends & Foundation Volunteer program in support of HPLD programming and services.

Major Duties and Responsibilities

45% Volunteer Services Coordination This support services position actively works with the Foundation Director to support onsite library volunteer coordinators with the Friends Volunteer Program and its processes. Process tasks include but are not limited to:

• Work with staff to determine need for volunteer positions
• Draft volunteer descriptions
• Post volunteer opportunities.
• Route completed applications to library staff
• Coordinate volunteer reference checks, background checks, orientation and safety trainings
• Create and sends volunteer acceptance letters and communications
• Create, send and ensure the completion of volunteer agreements
• Support library staff with volunteer removal as needed
• Manage volunteer membership, recognition
• Ensures that benefits are met
• Works with the Foundation Director and library staff to draft, maintain and establish guidelines, best practices, policies, and procedures for the Friends Volunteer Program. Promotes volunteer programs through news releases, flyers, public presentations, and internet-based sources. Meets with library Volunteer Coordinators monthly to build relationships and provide additional support. This position requires frequent travel to the libraries of the High Plains Library District to support volunteers. (Essential)

25% Data Management- Ensures that all volunteer records and data are regularly stored correctly and updated in database. Maintains volunteer records and membership through data entry, creates, pulls and analyzes reports, records and acknowledges volunteers and memberships in Volunteer Management System, manages records in compliance with state and federal laws, and maintains proper records for the Friends & Foundation and HPLD for insurance purposes in the absence of the Foundation Director. (Essential)

15%- Event Planning and Coordination Assists Foundation staff in the planning and implementation of Foundation fundraising events and additional volunteer appreciation throughout the District. Responsibilities include but are not limited to: event set up and clean up with all Friends & Foundation staff, managing and creating volunteer guest lists, managing Friends & Foundation event volunteers, serving as a point of contact for library Volunteer Coordinators and volunteers, and securing and being the point of contact for assigned vendors. (Essential)

10% Clerical Prepare, file and distribute meeting materials and all volunteer orientation and onboarding materials. Take meeting notes during meetings with librarians and volunteers in the volunteer planner. Makes room arrangements for volunteer onboarding and orientation. Purchase and set up refreshments for volunteer meetings. Assists the Foundation Director with clerical duties as assigned. Provide occasional updates to the Friends & Foundation Board of Directors. (Essential)

5% Other Duties Assists with VISTA Volunteer, Interns, as they are available to the Foundation. Manages Friends & Foundation Volunteers as assigned. Other duties as assigned. (Non-Essential)

Minimum Requirements

Education:

Bachelors Degree

Experience:

Two years experience in similar position

Or any equivalent combination of education and experience that provides the critical success factors.

District Success Factors

• Focuses on the customer
• Initiative
• Contributes to a positive work environment
• Strategic thinking
• Pursues personal development
• Continuous improvement
• Takes pride in the workplace
• Emotionally intelligent
• Tactful
• Knowledge of public library operations
• Creativity

Job Success Factors

• Knowledge of Nonprofit operations including best principles and practices of a foundation and/or 501c (3)
• Knowledge of volunteer services coordination, supervision and management and best practices
• Knowledge of public library services and purpose
• Knowledge of data and privacy best practices
• Skill in verbal and written communications
• Skill in reading comprehension and copy writing
• Skill in organization and time management
• Skill in attention to detail
• Skill in clerical tasks
• Skill in working on a team
• Skill in event planning and coordination
• Skill in Word, Excel, Outlook, PowerPoint, CRMs, volunteer databases, social media platforms, internet, and basic computer operation.
• Skill in customer relations
• Skill in critical thinking
• Skill in multi-tasking
• Able to operate with high integrity
• Able to convey the mission and vision of HPLD and its Friends & Foundation
• Able to effectively represent the Friends & Foundation and HPLD
• Able to analyze and solve problems
• Able to follow and create processes
• Able to transport oneself to various locations throughout service area
• Able to use proper grammar orally and in writing
• Able to work under pressure
• Able to operate various office equipment including copiers and printers
• Able to use good judgment
• Able to work with confidential information
• Able to anticipate needs

Physical Success Factors

• Ability to lift 20 lbs.

This Job Description is not a complete statement of all duties and responsibilities comprising this position.