Volunteer Program Manager

KC Pet Project

Job Description

Position: Volunteer Engagement Manager
Department: Operations/Volunteer Program
Reports to: Chief of Operations
Category: Full-time, Exempt
Salary range: $45,000.00 - $55,000.00
Supervises: Volunteer program team members and KC Pet Project volunteers and interns
Schedule: 5 shifts weekly with at least one regularly scheduled weekend shift. Some holidays are required. Flexibility is needed and required to provide coverage for specialized events and volunteer trainings.

About the Position:
The Volunteer Engagement Manager is responsible for cultivating, sustaining, and growing volunteer relationships within the organization through effective leadership, engagement, and training. This is a dynamic, front facing role requiring extensive understanding of various department functions and processes, strong communication skills, and a desire to lead with enthusiasm and innovation to ensure the success of volunteer support at KC Pet Project. The Volunteer Engagement Manager manages all volunteer activities for the organization, including recruiting new volunteers, overseeing special fundraising events, scheduling, and conducting volunteer orientations and trainings, as well as volunteer retention, and recognition efforts.

About the Team:
The volunteer program is a vital part of KC Pet Project’s lifesaving mission, making it possible to care for the 16,000+ animals that enter our shelter every year. Volunteers assist in all areas of shelter operations in various capacities including animal care, administration, clinic services, community programs, and customer service roles. The volunteer program team is the anchor for these opportunities by providing support and guidance to volunteers, helping to set the tone for a positive experience and creating a culture of compassion and appreciation.

Duties and Daily Responsibilities:
• Seek input from program managers and staff regarding volunteer needs to maximize the overall volunteer experience. Identify and develop volunteer and intern assignments that provide meaningful work and reflect the efficiency and growth of the organization.
• Partner with department managers and staff to support positive volunteer relationships, ensuring volunteers are given appropriate training to be successful in their positions and staff are equipped to work effectively and cooperatively with volunteers.
• Implement and manage robust plans for the ongoing engagement and cultivation of individual and group volunteers including episodic opportunities, volunteer meetings and/or town halls, newsletters, and continuing education opportunities.
• Effectively represent KC Pet Project and its mission through speaking engagements, volunteer fairs, and community events, as needed. Support various volunteer recruitment and engagement events.
• Communicate with, schedule, and onboard new volunteers. Provide tools and support for volunteer orientation processes, shelter tours, and training sessions at all KC Pet Project adoption locations.
• Develop and implement effective strategies to encourage volunteers to participate in roles that are mutually beneficial to them as well as the organization. Implement screening and selection protocols to provide the best match between the skills, qualification, and interests of the volunteers and available opportunities.
• Develop and employ strategies to ensure volunteers are successful in their roles. Answer questions. Provide ongoing support, including resources, tools, and training, to ensure volunteers can maximize their impact and time while supporting KC Pet Project.
• Manage and maintain data management systems for volunteer engagement activities, including reporting, and tracking metrics. Conduct program evaluation activities including soliciting satisfaction and engagement surveys to measure the success of the volunteer program and identify areas of opportunity. Develop and implement initiatives with the intent to improve the volunteer program.
• Create and maintain volunteer program materials including, but not limited to, policies and procedures, applications, agreements, handbooks, guidebooks, role descriptions, orientations, trainings, newsletters, etc., and keep all materials up-to-date and current.
• Communicate volunteer activities to internal stakeholders and support promotion on social media channels and other external facing platforms.
• Manage volunteer communication forums including Volgistics, Facebook groups, and newsletters, to keep volunteers up to date and engaged in the organization’s activities.
• Oversee the coordination and support of the KC Pet Project internship program as well as the coordination and support of groups, high school service hour volunteers, community service hour volunteers, and other volunteer groups.
• Organize formal and informal volunteer recognition activities to celebrate the contribution of volunteers.
• Adhere to and ensure compliance with all KC Pet Project organizational policies and procedures and safety guidelines and procedures. Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate laws.
• Perform other duties and special projects, as assigned, or as needed.

Performance Factors and Necessary Skills:
• Leadership: Successfully foster an inclusive, supportive, and fair work environment while meeting assigned goals and objectives. Take ownership of volunteer management, mentorship, and growth, by empowering and motivating others, maintaining clear expectations, leading by influence, and embracing our “Solutions, Not Excuses” motto.
• Accountability: Assume responsibility for successfully accomplishing objectives and set high standards of performance for self and others. Take personal ownership in the department’s positive and negative outcomes of work and take action to improve circumstances without instructions to do so.
• Communication and Contact: Communicate effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside of the organization, have tact and excellent communication, presentation, and customer service skills. Maintain confidentiality and convey a positive and professional image to the public, volunteers, and employees.
• Commitment to Excellence: Actively look for opportunities for improvement and growth within daily operations and processes. Challenge the status-quo, openly embrace change, and develop opportunities to improve efficiencies and effectiveness. Demonstrate the highest level of care and compassion for all team members, community members, volunteers, and animals.
• Excellent computer skills, including Microsoft Office Suite, Volunteer Management Software, internet, email marketing, digital databases, and demonstrated ability to learn new software. Previous experience with Volgistics, and/or PetPoint is a plus.
• Outstanding written, oral, and interpersonal communications skills and demonstrated poise, tact, and diplomacy skills.
• Excellent problem resolution skills, including mediation, proactive problem solving, and a curiosity for exploring innovative solutions.
• Strong track record of managing multiple projects with attention to detail and accuracy while adhering to deadlines.
• Good judgment and discretion, strong ethical character, and ability to preserve volunteer and organization confidentiality.
• Proven ability to work effectively, independently, and cooperatively across departments and with other organization staff and volunteers representing a wide variety of backgrounds and experiences.

Working Conditions:
Work is typically performed at the KC Campus for Animal Care, though some work is performed offsite, at home, and in the field. Potential exposure to zoonotic diseases, high noise levels, extreme temperatures, hazardous chemicals, and sharp objects. Able to lift up to 50 lb., endure long periods of standing, bending, stooping, reaching and animal handling and restraint. Extended periods of sitting, working at a computer, and working closely with and near other persons.

Qualifications/Educational Background:
• High school diploma or equivalent
• Three years of experience in people and project management with specific experience in volunteer recruiting, recognition, and retention, and/or completion of the Volunteer Management Institute at Nonprofit Connect and/or equivalent is required.
• Certified Volunteer Administrator (CVA) certification is highly desirable.
• Any combination of training and experience which demonstrates candidate has the knowledge, management, expertise and critical skills necessary for this position.
• Previous experience in the care and handling of animals is highly desirable.
• Possession of a valid driver’s license and driving record acceptable to KC Pet Project’s insurance carrier is required.
• Bilingual (English/Spanish) or multilingual is preferred, but not required.

Submit resume and apply online at http://kcpetproject.org/careers.

Please note: this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

This is a full time job