Clear Path for Veterans - Volunteer Manager

Job Title:                               Volunteer Manager                                                                            

               

FSLA Status:                         Hourly/Non-exempt                                                                                            

 

Work Schedule:                   Monday through Friday                                                                     

 

Reports to:                            Director of Operations       

 

Job Summary

 

Clear Path for Veterans, Inc. (CPV or Clear Path), is Upstate New York’s Veteran Resource Center serving as a hub of information, programs, and services for veterans and their families. The Volunteer Manager is responsible for identifying volunteer opportunities within the organization, recruiting individuals to fill those positions; and managing Clear Path for Veterans’ volunteers.  Volunteer opportunities include, but are not limited to, supporting program director needs, special event support, fundraising, facility upkeep and maintenance, outreach, and general office support. The incumbent must display the utmost personal warmth, courtesy, and professionalism.

 

Primary Functions

 

Volunteer Management:

• Maintain constant and proactive communications with staff to assess their need for volunteer assistance.
  1. Analyze and make recommendations on the number of volunteers and number of hours needed to fulfill volunteer requests.
  2. Hold monthly individual meetings with Directors to collaborate and resolve the status of volunteers for their respective departments

 

• Ensure current volunteer service descriptions are up to date.
  1. Work with staff to develop new volunteer service descriptions as needed
  2. Maintain a record of all descriptions.

 

• Volunteer applications
  1. Ensure that Clear Path’s volunteer application reflects the information areas needed to assess the volunteer applicant’s applicability for a volunteer interview.
  2. Oversee the input of volunteer applications and volunteer account records created in Salesforce.
  3. Contact the volunteer applicant in a timely manner to schedule a face-to-face interview.
  4. Assess the results of the interview and determine if the volunteer’s application will be accepted.

 

• Complete volunteer orientation to include:
  1. A history and detailed understanding of the Clear Path for Veterans mission along with the programs and services that are provided.
  2. Ensuring they fully understand the scope of their volunteer service, including providing them with an accurate volunteer service description.
  3. Ensuring the Volunteer Orientation Checklist is fully completed before the volunteer is allowed to participate in their first assignment.
  4. Conduct volunteer training, or delegate it to the appropriate staff member, being ultimately responsible for ensuring it is adequately completed and done in timely manner (no more than 30 days after initial contact).

 

• Manage and schedule volunteers to adequately fulfill the needs of staff when they need volunteers.
  1. Work in close collaboration with the Director of Operations in overseeing volunteer group tasks and opportunities.
  2. Ensure volunteers have what they need to perform their service including name tags, t-shirts, supplies, etc.
  3. Ensure there is a backup plan for volunteer cancellations and no-shows.
  4. Provide support and direction for volunteers as needed and in conjunction with other Clear Path for Veterans staff.
  5. Ensure adequate communication with volunteers in all matters pertaining to work requests and guest, event, or program updates.
  6. Monitor activity and identify volunteers who may not be fulfilling their volunteer service description, are not supportive of the mission or have other service issues. Conduct counseling sessions designed to improve or eliminate issues.

 

• Work in close collaboration with the Hospitality Manager ensuring that the volunteer experience is positive and engaging.
  1. In collaboration with the Hospitality Manager, plan and execute volunteer appreciation events.
  2. Develop and implement a system to show Clear Path’s gratitude for volunteers to include thank you notes, awards, letters, and other forms of tangible recognition.
  3. Ensure on-going volunteer recognition by all staff members.
  4. Evaluate volunteer recognition programs and assess their effectiveness.

 

Volunteer Program Development and Administration:

 

• Work with the Regional Peer Support Managers to expand volunteer opportunities across Clear Path’s coverage area.

 

• Work with the Director of Development in developing ways volunteers can give back.

 

• Create and maintain effective relationships with community organizations including summit meeting participants, and civic, military, religious, and corporate groups. This includes attending outreach events and other offsite events or meetings to develop relationships.

 

• Create and maintain relationships with other volunteer organizations for the purpose of networking, sharing ideas, and learning.

 

• Recordkeeping:
  1. Track volunteer hours and assignments
  2. Prepare timely reports on volunteer use as needed or requested
  3. Maintain a record of volunteer length of service
  4. Maintain a record of why volunteers decrease the amount of service and/or no longer serve.

 

• Participate in creating, monitoring, and managing the volunteer services budget.

 

• Perform any other duties as assigned or necessary to complete job responsibilities. This   

could include filling in at the front desk, giving tours, attending community events, and/or anything else necessary to carry out Clear Path’s mission.

 

Education, Experience, and Other requirements

 

• A Bachelor’s degree in a discipline relevant to performing the duties of the job; or a sufficient combination of advanced education and work experience.
• A minimum of 2 years’ experience managing or leading volunteers.
• Familiarity with the Central New York community preferred.
• Ability to travel locally using own transportation.
• Must be comfortable with dogs in the workplace.

 

Skills, Knowledge, and Abilities Needed to Perform Effectively in the Position

 

• Excellent interpersonal and communications skills including the ability to exhibit compassion.
• Basic to advanced technical skills including Salesforce, Google Suite, Microsoft Office products, and databases.
• Good knowledge of the organization and administration of volunteer programs including recruitment, training and utilization of volunteers.
• Knowledge of military culture and how to serve and interact with a diverse group of people.
• Ability to act as a leader for the organization and its volunteers.
• Ability to delegate, inspire, and motivate a team.
• Ability to concurrently coordinate multiple projects and assignments.
• Ability to establish and maintain effective working relationships with program administrators, program staff, and volunteers.
• Organizational, time management, and recordkeeping ability.
• Ability to operate equipment such as camera, audiovisual, and some facilities equipment.

Additional Requirements

 

 

• Valid driver’s license and must have use of a reliable vehicle.
• Ability to work a flexible schedule, including nights, weekends and some holidays as necessary to accommodate for special event attendance.
• Must be comfortable with dogs in the workplace.

Job-related Physical Abilities needed in order to perform the job in a satisfactory manner

 

 

Must possess speech and hearing enough for telephone and in-person communication.  Manual dexterity enough for regular use of computer keyboard and other office equipment.  Vision sufficient enough for frequent use of a computer monitor to write and read documents. This position requires constant physical activity, including reaching, bending, sitting and standing for extended periods of time. Ability to lift up to 35 lbs.

 

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

 

 

Expectations

 

• All Clear Path for Veterans employees are required to conduct themselves in a professional manner towards others to include but not limited to; Veterans, volunteers, visitors and other Clear Path employees.
• Ensure that Veterans, volunteers, employees, donors and visitors have a positive experience.
• Supports and promotes the Clear Path mission, core values, and vision.
• Adheres to Clear Path for Veterans policies and procedures.
• Promotes teamwork amongst coworkers.
• Meets or exceeds expected performance standards, including consistently reporting to work on time prepared to perform the duties of the position.