Volunteer Liaison

Description

** Schedule: Tuesday through Friday 7:30 am - 4:30 pm & Saturdays 7:00 am - 4:00 pm, evenings as needed**  

POSITION SUMMARY:

The Volunteer Liaison develops, adapts, and leads dedicated volunteer programs (i.e., Apple Core Leaders and Student Heroes). This position provides and maintains the ultimate volunteer experience from the initial application process to the ongoing scheduling of volunteer assignments. This role works to continually improve the dedicated volunteer programs.

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly). 

ESSENTIAL JOB FUNCTIONS:

1. Reliable, consistent attendance is a requirement. This position requires punctuality and dependable attendance to meet the needs of the business, including attending and taking part in meetings and presentations.
2. Strategizes, plans, and implements dedicated volunteer recruitment, scheduling, application documentation, onboarding, data tracking, communication, and other identified processes to meet the ongoing needs of various HFB departments, including onsite, offsite, and virtual opportunities as applicable.
3. Oversees and manages dedicated volunteer requests and maintains dedicated volunteers’ personal information, special skill sets, and schedule availability.
4. Supports the development and management of dedicated volunteer programs by coordinating volunteer placement opportunities, maintaining volunteer talent resources, and ensuring a positive and productive experience for both volunteers and Houston Food Bank departments. 
5. Collaborates across the organization to align volunteer skills with business needs and helps strengthen volunteer leadership initiatives.
6. Supports the Volunteer Engagement Supervisor in overseeing interns, including creating and providing onboarding and ongoing training, assigning projects, assessing progress, and providing feedback.
7. Creates and maintains volunteer records, onboarding pathways, events, and training in volunteer management systems. Ensures accuracy and timely entry of information. 
8. Builds and cultivates relationships with potential dedicated volunteers; communicates the impact of volunteer service and integration of specific HFB program initiatives.
9. Coordinates and collaborates with the Volunteer Services staff to schedule in-person and virtual training dates and communicates any changes, rescheduling, or other issues to dedicated volunteers.
10. Generates various reports on an ongoing basis to ensure the required information is on file.
11. Plans and oversees the coordination of all dedicated volunteer appreciation and recognition events by reserving room locations, placing catering orders, ordering awards, agenda preparation, and arranging Volunteer Services team attendance.
12. Establishes and maintains the annual calendar of both in-person and virtual options for dedicated volunteer events, including orientations, trainings, socials, mentorship opportunities, workshops, speaking opportunities, and more.
13. Manages allocated budget for the Volunteer Services department for dedicated volunteer programs, events, and materials.
14. Responsible for conducting meetings with each program’s leadership periodically to convey necessary updates such as special shifts or groups, upcoming deadlines or milestones required of members, or sharing pertinent information from Volunteer Services leadership and other HFB departments.
15. Maintain accessible communication to members of each dedicated volunteer program, including e-newsletters, emails, group chats, pre-shift huddles, Board meetings, and more.
16. Responsible for upholding the excellence and integrity of each dedicated volunteer program, Volunteer Services, and Houston Food Bank by holding members accountable to the Code of Conduct and internal program requirements. This includes executing corrective action for volunteers as necessary.
17. Attends and participates in meetings with the Volunteer Services team members to identify and discuss dedicated volunteer placement assignments and general updates regarding program initiatives.
18. Attends and/or schedules support from dedicated volunteers to attend recruitment fairs at various offsite locations to promote and recruit potential volunteers (some outdoor event support as needed).
19. Develops and maintains Standard Operating Procedures and scalable systems for dedicated volunteer programs, including conducting an annual review of established SOPs to make necessary changes
20. Communicates with schools, parents, and students to answer questions about the programs, promote opportunities, and verify volunteer hours.
21. Responsible for actively participating in onsite departmental meetings; complete ongoing virtual training through various Learning Management Systems; must be willing to engage in educational opportunities regarding food insecurity and volunteer management, and support HFB’s advocacy efforts towards serving our communities.  

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

Requirements

QUALIFICATIONS:

Education/Experience:

• Associate’s degree or equivalent from an accredited college or university. Bachelor’s degree preferred
• 2+ years working in a volunteer coordinator capacity or related field
• 2+ years front-facing customer service, non-profit organization/volunteer interaction, and/or event planning experience 
• 1+ years of public speaking experience
• Volunteer management software or customer relationship management software experience
• Experience volunteering with one or more non-profit organizations preferred
• Bilingual preferred (English/Spanish)

Certificates, Licenses, and Registrations:

Must have reliable transportation, a valid driver’s license, and insurance

Special Knowledge/Skills/Abilities:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• Ability to work and think independently, use sound judgment, and apply critical analysis skills with some supervision
• Exceptional public speaking and presentation skills
• Strong verbal and written communication.
• Effective in utilizing digital communication platforms.
• Strong problem-solving skills and ability to work in a fast-paced environment.
• Ability to work and think independently and use sound judgment and critical analysis skills. 
• Must possess attention to detail with the ability to process complex information. 
• Must be able to collect and analyze complex data and have the ability to apply basic arithmetic. 
• Ability to work with a diverse population 
• Ability to manage multiple projects and quickly shift assignments as needed while maintaining satisfactory work
• Ability to effectively apply time management skills to plan and delegate tasks to volunteers
• Ability to establish and communicate clear objectives and timelines that support strategic goals
• Skill in identifying complex problems and reviewing related information to develop/evaluate effective options and solutions 
• Must possess accountability and follow-through on all assigned and ad-hoc tasks  
• Must possess the ability to maintain professional composure and apply de-escalation techniques when sudden issues or interactions occur
• Must be able to engage with all internal and external stakeholders across the organization in a professional and courteous manner

COMPLIANCE:

Carries out responsibilities in accordance with HFB policies.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

COMPETENCIES:

Action-Oriented / Customer Focus /Drives for Results / Priority Setting / Managerial Courage Interpersonal Savvy / Creativity / Standing Alone / Time Management / Decision Quality / Self-development / Patience

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 15 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse.  

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. The job is generally performed in various environments, including warehouse or offices settings. The employee is frequently exposed to different temperature-controlled environments, including the freezer, wet and/or humid conditions, strong food-related smells, and outside weather conditions. The noise level in the production environment is typically loud (e.g., music, horns, fans).

TRAVEL REQUIRED:

Travel is required for this position (up to 15% of the time and on a domestic basis within our 18-county service area). In-state and out-of-state travel may be required for conferences.

This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).

*Is legally able to work in the United States.