Program & Volunteer Manager

Program & Volunteer Manager

This position plays a key role in delivering Colorado Pet Pantry's mission to keep pets in their loving homes. Working closely with volunteers, pantry leads, staff, and community partners, the Program & Volunteer Manager helps ensure that pet food assistance programs remain effective, welcoming, and responsive to community needs.

The position provides leadership and support for Colorado Pet Pantry's statewide pet food pantry network, with direct responsibility for supporting Front Range programs and strengthening volunteer engagement across the organization. This role combines program coordination, volunteer leadership, relationship management, and continuous improvement to help ensure families can reliably access pet food assistance.

The Program & Volunteer Manager serves as a liaison between volunteers, pantry leads, warehouse staff, and internal teams to support successful program delivery. The role also helps build and refine systems that strengthen programs, improve volunteer experiences, and support Colorado Pet Pantry's continued growth and impact.

This role requires strong judgment in balancing consistency with flexibility. Many pantry leads and volunteers have built highly successful programs within their communities. Success means supporting and strengthening those efforts while ensuring alignment with Colorado Pet Pantry's mission, values, and service standards.

This role combines volunteer leadership, field operations, and systems management. Successful candidates are equally comfortable building relationships with volunteers and working extensively with technology, data, and operational software systems.

This position reports to the Deputy Director. This position serves as the primary staff lead for volunteer engagement and Front Range pet food pantry program support.

Essential Functions of the Job

Pet Pantry Program Leadership & Support (Statewide Oversight, Front Range Ownership)

• Build strong relationships with pantry leads statewide to support successful program delivery and positive client experiences.
• Support Front Range pet food pantry programs and help ensure locations are adequately staffed, supplied, and positioned for success.
• Identify opportunities to strengthen program effectiveness, consistency, accessibility, and volunteer engagement.
• Collaborate with pantry leads and staff to address challenges and improve program outcomes.
• Fill in onsite when necessary while prioritizing sustainable volunteer leadership and long-term program stability.

Volunteer Program Leadership (Statewide)

• Lead and oversee volunteer functions across pantry operations, donation collection, outreach/events, and special initiatives
• Design and implement a formal volunteer lifecycle, including recruitment, onboarding, training, and engagement
• Coordinate and support adequate volunteer coverage across programs, with priority on Front Range operations
• Build systems to reduce last-minute staffing gaps and improve communication
• Build trust-based relationships with long-term volunteers, using influence and coaching rather than enforcement to guide alignment with best practices

Technology Systems, Data & Tools Management – Technology and systems management are essential functions of this role and occupy a significant portion of the work week.

• Maintain and improve volunteer and pantry systems (e.g., AppSheet, tracking tools)
• Assist with Volunteer Portal database management
• Manage user setup, troubleshooting, and data accuracy
• Improve systems for scheduling, communication, and reporting
• Use data to identify trends and opportunities for improvement

Program Improvement & Community Impact

• Monitor program needs and identify opportunities to improve service delivery and client experience.
• Support the continued growth and sustainability of Colorado Pet Pantry's statewide pet food assistance programs.
• Collaborate with staff, volunteers, and community partners to strengthen program effectiveness.
• Help develop and implement solutions that improve access to pet food assistance for families facing financial hardship.
• Use feedback, data, and observations from the field to recommend improvements to programs and volunteer engagement.

Recruitment, Outreach & Engagement

• Develop and manage volunteer recruitment channels (community outreach, partnerships, events)
• Coordinate volunteers for outreach and community engagement efforts
• Support expansion of donation collection programs
• Create consistent communication strategies to keep volunteers informed and engaged

Training & Process Development

• Create and maintain training materials, playbooks, and SOPs
• Standardize onboarding processes
• Develop best practices while recognizing implementation may vary by location and allowing flexibility where outcomes are strong
• Ensure volunteers and pantry leads have the tools and clarity needed to succeed
• Continuously improve processes to increase efficiency and consistency

Coordination & Communication

• Act as liaison between volunteers, pantry leads, warehouse staff, and internal teams
• Coordinate logistics related to inventory and distribution needs
• Support problem-solving across regions, including rural and high-demand areas

Preferred (not required): Bilingual in English and Spanish.

Performs other duties as assigned.

Success in this role includes maintaining strong volunteer relationships, minimizing unnecessary friction, and using sound judgment about when to standardize versus when to support existing practices.

Qualifications & Experience

This role exercises strong judgment, prioritizing relationships, trust, and mission outcomes over rigid process enforcement.

• Experience managing or coordinating volunteers or community programs
• Strong systems thinker able to build practical, usable processes
• Proactive, adaptable, and solution-oriented
• Excellent relationship builder with strong communication and diplomacy skills
• Demonstrates patience, humility, and the ability to prioritize relationships and mission impact over "being right"
• Self-starter able to work independently and take initiative
• Highly organized and able to manage multiple priorities
• Strong technology aptitude required. Candidates must be comfortable learning, troubleshooting, and administering multiple software platforms, databases, and digital tools with minimal supervision.

Required Qualifications

• 3–5 years of relevant experience (volunteer coordination, nonprofit, community engagement, or similar)
• Experience in nonprofit, social services, or community-based work
• Demonstrated ability to lead and motivate volunteers or teams
• Demonstrated proficiency with cloud-based software, databases, spreadsheets, CRM or volunteer management systems.
• Ability to quickly learn new technology platforms and troubleshoot routine user issues independently.
• Strong attention to detail in maintaining accurate digital records and reports.

Preferred: Bilingual in English and Spanish

Work Environment & Physical Requirements

• Homebase will be Englewood, CO and Boulder, CO, varying
• Hybrid work environment with regular Front Range travel; occasional statewide travel
• Reliable transportation required
• Ability to lift up to 40 lbs. repeatedly
• Ability to attend regular evening and weekend events as needed
• Ability to drive cargo vans or box trucks (clean driving record required)
• Ability to work extended hours as needed

Mileage & Work Travel Policy

Colorado Pet Pantry Fundraising, Marketing and Volunteer departments operate out of two primary work locations: Boulder and Englewood. Employees may also work remotely when approved.

Regular Work Locations:

• Boulder office: Regular in-person meetings occur every Tuesday. Employees may work from this location anytime.
• Englewood warehouse: Multiple times per week.
• Both locations are considered assigned work locations.

Additional Details

If you don't meet 100% of the criteria above but are interested in the role, please apply. No one checks every box and we are open to a bold, talented individual with transferable experience.

Colorado Pet Pantry recognizes that the team members we hire come from all walks of life. We believe that people from underrepresented backgrounds not only help us to be stronger, but also allow our team to connect, belong, and grow. If you share our values and our desire to build meaningful, diverse, and lasting relationships, we highly encourage you to apply.

This Colorado Pet Pantry job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. All employees report to and perform other related duties as assigned by the supervisor.

At the Colorado Pet Pantry, we celebrate and welcome diversity within our workforce. We strive to hire from all backgrounds, experiences