Events and Volunteer Manager

Clear Path for Veterans

Chittenango, NY

Job Title: Events & Volunteer Manager

FLSA Status: Salary Exempt

Work Schedule: Mon-Fri hours 9:00AM-5:00PM

Reports to: Chief Operations Officer

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 Fundraising Event & Volunteer Manager is responsible for managing, and/or coordinating all internal and external fundraising events and volunteer management. This position serves as the central point of contact for all community fundraising and volunteering initiatives. This position assists with outreach activities, creates and fosters positive relationships with the donor and volunteer community and maintains the CPV culture of gratitude. The Fundraising Event & Volunteer Manager exercises supervision over a small group of volunteers as needed. This position reports to the Chief Operations Officer.

Primary Job Functions

1. Plan and execute on-site and off-site fundraisers including all logistical processes.

• a. Assist in identifying and acquiring sponsorships for all approved CPV onsite events.
• b. Coordinate volunteers and work directly with the Community Outreach team to ensure all fundraisers (both on & off) are appropriately staffed with both volunteers, speakers and appropriate staff.
• c. Manage all assigned volunteers and Clear Path staff in the execution of on and off-site fundraisers.
• d. Develop, implement, and monitor a volunteer training program specific for all fundraising events and program support.
• e. As needed, assemble and manage an events committee.

2. Develop and implement a donor/event appreciation process.

• a. Accept, review, and process requests to host off-site (or on site) fundraisers.
• b. Ensure appropriate paperwork is completed, including dissemination of policies.
• c. Track and be prepared to report on start-to-finish progress.

3. Assist with miscellaneous events as requested.

4. Develop, implement, and manage a system to receive, tabulate, and report on event feedback.

5. Manage implementation of Events & Volunteer program budget.

Volunteer Management

1. Maintain constant and proactive communications with staff to assess their need for volunteer assistance.

• a. Analyze and make recommendations on the number of volunteers and number of hours needed to fulfill volunteer requests.
• b. In separate meetings and as needed, formally meet with program directors to asses needs.
• c. Oversee and coordinate large volunteer groups.

2. Ensure current volunteer service descriptions are current

• a. Work with staff to develop new volunteer service descriptions as needed
• b. Maintain a current record of all descriptions.

3. Volunteer applications

• a. Ensure that Clear Path’s volunteer application reflects the information areas needed to assess the volunteer applicant’s applicability for a volunteer interview.
• b. Receive or obtain volunteer applications. .
• c. Contact the volunteer applicant in a timely manner to schedule a face-to-face interview.

4. Create and maintain effective relationships with community organizations including summit meeting participants, civic, military, religious and corporate groups. 

5. Create and maintain relationships with other volunteer organizations.

6. Complete volunteer orientation to include:

• a. Ensuring they fully understand the scope of their volunteer service, including providing them with an accurate volunteer services description.
• b. Ensuring the Volunteer Orientation Checklist is fully completed before the volunteer participates in their first assignment.
• c. Complete volunteer training within the first 30 days of initial contact, or delegate it to the appropriate staff member. This position is ultimately responsible for ensuring it is adequately completed and done in timely manner.

7. Manage and schedule volunteers to adequately fulfill the needs of staff and volunteer skills/desires.

• a. Ensure volunteers have what they need to perform their service including name tags, t-shirts, supplies, etc.
• b. Ensure a back-up plan for volunteer cancellations and no-shows.
• c. Maintain an open-door policy for volunteers to express their ideas and requests.
• d. 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.

8. Recordkeeping:

• a. Track volunteer hours and assignments.
• b. Prepare timely reports on volunteer activity.
• c. Maintain a record of volunteer service and track increased and decreased activity.

Recognition and Relationships

1. Recognition & Appreciation:

• a. Suggest, design and execute volunteer and donor appreciation events.
• b. Develop and implement a system to show Clear Path’s gratitude for volunteers and donors to include thank you notes, awards, letters, and other forms of tangible recognition.
• c. Ensure on-going volunteer (including off site fundraisers) recognition.
• d. Evaluate recognition efforts and assess their effectiveness.

Administrative and Miscellaneous

1. Provide timely replies to incoming communications regarding fund raising and volunteer efforts.

2. Assist as needed to populate and manage reports.

3. Assist as needed to process donation documentation received from Accounting, including sending receipts and appropriate thank you letters/notes.

4. Work with the Administrative Assistant to ensure all necessary equipment and supplies are ordered and available for all events.

5. Attend training and/or educational sessions, webinars, reading, and/or do the research necessary to be able to learn and apply effective fundraising techniques.

6. Occasional phone answering front desk support, giving tours of the Clear Path main campus to visitors.

7. Complete other related duties as assigned.

Education and Experience Requirements

• Bachelor’s Degree in nonprofit management, public relations, recreation, project management, or equivalent and a minimum of four (4) years’ work experience in event planning experience with a focus on fundraising and public relations required; Having this type of experience in a human services organization preferred.

• Two (2) out of the four (4) years work experience must be in general fundraising.

• Willingness and ability obtain and maintain CPR and AED training/certification. (CPV provides training & certification)

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

• Excellent interpersonal and communication skills.

• Strong organizational, and prioritization skills; attention to detail.

• Strong time management and recordkeeping skills.

• Ability to speak comfortably in public and in front of varying crowd sizes.

• Flexibility to work well within changing priorities and situations.

• Ability to work with a diverse group of people.

• Writing skills sufficient to draft letters, memos and other professional correspondence.

• Basic computer literacy and proficiency using Microsoft Word, Excel, PowerPoint, Outlook, and willingness to learn how to use SalesForce and new software programs as needed.

• Ability to operate photographic, audio and visual equipment.

Additional Requirements

• Valid New York State driver’s license and must have use of a reliable vehicle.

• Ability to travel locally as needed in varying weather conditions.

• This position requires the ability to work a flexible schedule, including non-traditional hours as necessary to accommodate for special event attendance.

• Identify Veterans giving back through volunteering.

• Must be familiar with the Central New York Community and have formed solid networking relationships.

• Must be comfortable with dogs in the workplace.

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

Must be able to lift a maximum of thirty (30) pounds. May sit or stand for long periods of time. Manual dexterity sufficient for constant use of computer keyboard and other office equipment. Vision sufficient for frequent use of a computer monitor, developing and reading paperwork.

 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 with Clear Path.

• Supports and promotes the Clear Path mission.

• 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.

*****All qualified applicants should submit a cover letter and resume no later than the close of business on October 26, 2018.*****