Volunteer Coordinator

Description

The Volunteer Coordinator is responsible for recruiting, placing, supporting, and retaining both on-site and off-site volunteers, including those participating in programs such as home-delivered meals, Adopt-A-Route, warehouse, front desk, garden, office support, commissary and more. This role is the key point of contact for volunteers and internal departments, ensuring a high-quality volunteer experience while supporting organizational needs. The Coordinator manages daily volunteer operations, maintains accurate records, supports volunteer events, and actively builds community and organizational loyalty among volunteers.

PRIMARY RESPONSIBILITIES

Volunteer Recruitment, Placement & Engagement

• Serve as main point of contact for all volunteer inquiries, responding promptly and professionally.
• Recruit, screen, schedule, coordinate, and retain both on-site and off-site volunteers.
• Match volunteers to appropriate opportunities and locations based on availability, skills, and preferences.
• Conduct first-day orientations and follow-up check-ins to ensure successful placements.
• Coordinate with staff to identify volunteer needs and special projects across departments.
• Engage with volunteers regularly to foster connection, provide support, and build loyalty.
• Represent FeedMore WNY at volunteer recruitment events, job fairs, and community tabling events.

Program Support & Management

• Coordinate volunteer placements for:
  • Home-delivered meals (HDM)
  • Adopt-A-Route (AAR) partners
  • Warehouse and commissary operations
  • Garden and farm programs
  • Commissary
  • Front desk, office, and companion call roles
• Assist with onboarding, training, and ongoing support for all volunteers and AAR groups.
• Manage volunteer scheduling and placement logistics via CERVIS and internal communications.
• Provide direct support in high-volume areas such as warehouse, garden, or distribution events when needed.
• Work Saturdays and occasional holidays to support volunteer programs and events.

Volunteer Relations & Retention

• Build and maintain positive relationships with volunteers through regular communication, appreciation efforts, and recognition.
• Monitor volunteer satisfaction and resolve issues proactively.
• Manage volunteer exits and retirements, including sending thank-you notes and exit surveys.
• Support volunteer recognition efforts and communications, such as newsletters and appreciation events.

Data & System Management

• Maintain volunteer database (CERVIS) with accurate records, placements, hours, background checks, and paperwork.
• Run and analyze reports related to volunteer engagement, retention, and satisfaction.
• Support Site Managers and staff with volunteer-related questions, technical support, and CERVIS training.
• Track and report on program metrics, volunteer retention rates, and onboarding milestones.

Cross-Departmental Collaboration

• Liaise with internal departments to ensure volunteers are appropriately supported and integrated into operations.
• Meet regularly with Site Services and other teams to align on strategy and logistics.

Other Duties

• Assist with any and all mission work as needed and requested with some or no prior notice including, but not limited to: serving as a truck spotter, helping with Farm Market/Community Garden/Freight Farms/on and off-site food distributions, preparation of meals and serving home-delivered meals.
• Provide tours of FeedMore WNY facilities when needed.
• Perform other duties as assigned to support volunteer operations and agency goals.

Requirements

• Associate degree and 2–3 years of experience in volunteer relations, community engagement, human resources, or nonprofit work. (4–5 years of relevant experience may substitute for a degree.)
• Excellent written and oral communication skills.
• Strong interpersonal and customer service skills with a passion for community engagement.
• Highly organized, self-motivated, and capable of managing multiple tasks and priorities.
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with Raiser’s Edge or CERVIS is a plus.
• Flexible schedule with ability to work evenings, weekends, and holidays as needed.
• Valid NYS driver’s license and access to a personal vehicle.
• Able to lift up to 35 lbs.