POSITION DESCRIPTION:
We seek an exceptionally motivated, dynamic and creative individual as our Volunteer Services Coordinator to recruit, screen, train, and support a cohort of 10-40 high level volunteers for Catholic Community Services' Youth Tutoring Program (YTP). These volunteers will provide leadership level support to the program as group tutors and mentors to other volunteers, and offer direct program support to the program and Center Supervisors. The Volunteer Coordinator will also recruit and train 300-700 1:1 volunteers with the volunteer team. In addition, under the direction of the program leadership the Volunteer Coordinator compiles statistical and narrative program information, performs public relations activities and supports and trains staff members in work with volunteers.
PROGRAM DESCRIPTION:
YTP is an after-school tutoring program serving nearly 500 at-risk students in 1st through 12th grade. The students we serve live in low- and mixed-income public housing communities located across Seattle. Our students are diverse, representing many nationalities, cultures, languages and religions. Our mission is to tutor, guide and inspire these youth to achieve academic success. Unique among tutoring programs in Seattle, YTP provides large-scale, one-to-one tutoring. Volunteer tutors provide academic support and guidance in a safe and enriching environment. In addition, YTP staff partner with parents and advocates for students in their schools and in their communities. Visit us at www.ccsww.org/ytp for more information about the program.
MAJOR DUTIES AND RESPONSIBILITES:
1. Plan and implement strategic recruiting initiatives to meet volunteer levels required at each tutoring center to cover center requirements and for special projects.
a. Analyze recruitment techniques and work with program staff to develop and implement multi-year recruitment strategy.
b. Work with staff to identify volunteer service gaps and develop targeted recruitment strategy responses to meet recruitment goals established for each year.
c. Develop and implement community involvement strategies which specifically target volunteers from the communities where the Youth Tutoring Program has or anticipates new centers.
d. Develop and implement an ongoing marketing and outreach strategy to increase the public awareness of these volunteer opportunities.
e. Produce and distribute flyers, introductory letters and other needed solicitation materials.
f. Work with Center Supervisors to identify, guide and coach tutor advisors/mentors/leads at each center.
g. Train Center Supervisors to effectively work with volunteers in various capacities. Maintain ongoing support and communication.
h. Develop and maintain job descriptions for volunteer positions within YTP.
i. Establish new and maintain current partnerships with local faith communities, service organizations, business and schools to meet the needs of the program participants.
j. Network with other services providers; participate in community meetings, fairs and presentations.
k. Develop volunteer networks to strengthen volunteer roles.
2. Screen, train, place and schedule volunteers based on needs, interests and skills.
a. Provide excellent customer service throughout volunteer process; provide timely initial contact with prospective volunteers.
b. Screen and process paperwork for prospective volunteers including those to serve in leadership roles. Contact and follow up with new/potential volunteers to ensure smooth introduction to program. Document process.
c. Recruit and supervise volunteers to support office activities.
d. Work with office volunteers and volunteer team in processing all YTP volunteers. Hold primarily responsibility for the completion of all aspects of the volunteer processing system.
e. Maintain accurate volunteer files and current volunteer information.
f. Develop effective methods to streamline the screening and placement process while maintaining overall quality. Coordinate on-call volunteers as needed.
g. Provide resources and referrals to volunteers as needed.
h. Organize, coordinate and conduct volunteer orientation sessions and in-service trainings to ensure maximum understanding of programs policies and agency guidelines, assure confidentiality and promote safety. Provide initial and on-going training opportunities and materials.
i. Prepare and maintain procedural and training materials, written protocols and forms as needed. Create and/or update volunteer manuals and information for volunteer committees and the office.
j. Connect lead volunteers to staff; monitor and evaluate volunteer satisfaction.
k. Maintain regular contact with and disseminate information to volunteers through email, phone calls and mailings. Create regular feedback loops for lead volunteers which include a specific support and evaluation schedule.
l. Register, train and supervise groups providing one-time and on-going volunteer services.
3. Develop and implement a series of timely and meaningful appreciation, recognition, evaluation and retention strategies to reduce turnover and increase volunteer satisfaction.
a. Plan, schedule and coordinate ongoing volunteer appreciation/retention events and activities including regular emails, in-person interactions, awards, mementos, etc with main appreciation events to be held in April.
b. Develop, distribute, collect and analyze mid- and end-of-year assessment/evaluations for volunteers.
c. Assess volunteer training needs; provide information and support to assure a successful and satisfying experience for volunteers.
d. Monitor and evaluate the efficiency and effectiveness of the volunteer program; identify ways to improve the volunteer experience.
e. Ensure consistent and clear communication with volunteers.
f. Interact with volunteers in-person through regular visits to tutoring centers.
g. Conduct exit interview with volunteers either via e-mail, phone or in-person. Assess reasons for closure and potential for continued volunteering.
h. Identify and promote re-engagement of volunteers as tutors, donors and in other volunteer capacities.
4. Record Keeping and Reporting
a. Maintain accurate volunteer and client records.
b. Collect, input and update volunteer data as needed.
c. Tabulate data and assist program leadership in monthly, quarterly and annual reports and data for applications.
d. Update electronic records and hard files monthly.
e. Assign staff or volunteer to copy, assemble and replenish program materials as needed.
JOB CONDITIONS:
This position requires the employee to work in an office environment where there may be interruptions and a moderate amount of noise from telephones and conversations among employees. Extensive use of computers and related office equipment is typical of this position.
PHYSICAL AND MENTAL ACUITY REQUIREMENTS:
The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Able to hear telephone rings, and phone and face-to-face conversation.
2. Able to speak clearly in person and on the telephone.
3. Able to hand write legibly.
4. Able to read normal size print and handwritten notes.
5. Able to occasionally lift and carry up to 25 pounds.
6. Able to concentrate on task and sustain moderate to extensive attention to detail.
7. Able to sit for sustained periods of time.
8. Mobility/dexterity of hands/arms to enable use of computer and other office equipment.
9. Regularly able to perform duties as assigned.
10. Able to make independent decisions and apply sound judgment in performing job duties.
11. Able to perform other duties as assigned.
MINIMUM QUALIFICATIONS:
1. Bachelors Degree or equivalent experience in social service or volunteer management in addition to experience listed below.
2. Proven experience creating, developing and administering volunteer training and recruitment strategies.
3. Demonstrated success in coordination, supervision and training of volunteers; YTP's mission is achieved largely through volunteer efforts; the ideal candidate will effectively recruit and utilize community volunteers.
4. Ability to work well independently/ under pressure; utilize time and resources well.
5. Commitment to high level customer service and to serving each individual with respect and compassion.
6. Demonstrate strong initiative. Highly organized; demonstrated ability to manage and prioritize multiple tasks, projects and deadlines in a fast paced, team-oriented, business causal office.
7. Strong attention to detail; highly accurate proofreading skills.
8. Public speaking experience. Comfortable organizing and presenting information.
9. Ability to interact with people of a variety of cultural and ethnic backgrounds.
10. Commitment to supporting a culturally diverse work environment.
11. Ability to effectively work with, manage and lead volunteers/staff.
12. Strong organizational and planning skills and the ability to think strategically.
13. Excellent written, oral and interpersonal communication skills that are effective with diverse audiences.
14. Ability to identify program needs.
15. Able to maintain a professional demeanor with the management team, fellow staff, volunteers, clients and visitors of CCS.
16. Proficient in Microsoft Office programs: Outlook, Word, Access and Excel.
17. Washington state driver's license and vehicle.
18. Available to work some evening and weekend hours.
PREFERRED QUALIFICATIONS:
1. Work or volunteer experience with youth and education.
2. Experience with non-profit agencies.
3. Knowledge of community resources.
APPLICATION PROCEDURE: Send résumé and cover letter to:
Catholic Community Services
ATTN: Human Resources Department
100 -- 23rd Avenue South
Seattle, WA 98144-2302
Email: Jobs-KC@ccsww.org
Please visit our website: www.ccsww.org
Please let us know if you need special accommodations to apply or interview for this position.
EMPLOYEE PLEDGE
We will not tolerate attitudes, behaviors, or statements that alienate, offend, or injure
any person associated with CCS because of their racial or ethnic origin.
We will enable and support all efforts to become aware of and eliminate racism
and racist behaviors within CCS and the broader community.
We will take exceptional steps to identify and root out such biases, especially where there appear to be long-standing, institutional patterns of unacceptable behavior or lack of performance.
A WORKPLACE VALUING DIVERSITY
- Location: 100 23rd Ave S Seattle WA 98144
- Compensation: $ 15.95/hr DOE, 37.5 hrs/week. Benefits: medical, dental, vision and LTD
- This is at a non-profit organization.
- Principals only. Recruiters, please don't contact this job poster.
- Phone calls about this job are ok.
- Please do not contact job poster about other services, products or commercial interests.
