Volunteer Coordinator

DescriptionPosition SummaryCatholic Charities of Northwest California (CCNWC) seeks a highly organized Part-Time Volunteer Coordinator to oversee our volunteer infrastructure across programs. This role focuses on maintaining and improving systems that enable volunteer recruitment, onboarding, scheduling, and reporting - with an emphasis on efficiency. Rather than direct volunteer supervision, this position equips program staff with tools and training to independently manage volunteers, ensuring a consistent, mission-aligned volunteer experience.Essential FunctionsSystem & Technology Management 1. Oversee and maintain volunteer management software and tools (e.g., Volunteer Hub, Sign-Up Genius).2. Utilize automated workflows for volunteer onboarding, orientation, scheduling, shift reminders, and hour tracking.3. Maintain and suggest improvements to digital forms, waivers, training content, and communication templates.4. Run monthly and quarterly reports for internal use, contracts, and grant reporting.Staff Support & Training 1. Work closely with program leads across departments to align volunteer roles with program needs, ensure appropriate supervision is in place, and coordinate volunteer utilization in accordance with strategic goals.2. Develop and maintain standardized toolkits: volunteer role descriptions, orientation materials, checklists, and feedback templates.3. Host quarterly training or check-ins with staff to ensure consistent volunteer practices and troubleshoot challenges.4. Serve as a resource for best practices in volunteer engagement and risk management.5. Coordinate with the Human Resources department to ensure volunteer policies, screening protocols, and training requirements are up to date and compliant with agency standards.6. Collaborate with Data and Compliance teams to ensure accurate volunteer tracking and reporting for grants, contracts, and agency metrics.Volunteer Engagement & Stewardship1. Attend local volunteer fairs and community events.2. Interview interested volunteers and ensured screening, acceptance and role matching are done in a timely manner to ensure a positive experience.3. Automate and manage routine volunteer communications (welcome emails, thank-you notes, satisfaction surveys).4. Draft and distribute a quarterly volunteer newsletter using email marketing tools (e.g., Feather).5. Support cross-departmental events and initiatives that involve volunteers, including annual events.1. Collect feedback from program staff and volunteers to continuously improve volunteer processes, tools, and engagement strategies.6. Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.Other Responsibilities1. May assist in food preparation for clients' meals.2. Work with the Diocese of Santa Rosa and local parishes as appropriate and requested.3. Perform other related duties as assigned.Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.Agency CultureIt is essential that all employees of Catholic Charities aspire to the following:•A commitment to the agency's mission, vision, and values.•A commitment to excellence in everything we do.•A commitment to performance and quality improvement.•A commitment to outcomes and measured results.•A commitment to innovation and to what is possible. Education, Experience, and Skills Required1. High school diploma or High School Equivalency (HSE) required, 2+ years of experience in volunteer coordination, operations, or nonprofit administration preferred. 2. Experience designing and managing automated workflows.3. Understanding of volunteer risk management and nonprofit compliance standards.4. Computer literacy required including experience with Microsoft 365 Suite. Strong proficiency in technology and systems, especially scheduling, CRM, or volunteer management tools such as SignUpGenius, RaisersEdge, email marketing platforms, or Zapier.5. Strong written and verbal communication; organization, conflict resolution and problem-solving, and training and facilitation skills.6. Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers. Ability to work closely with volunteers and other employees to ensure a positive and constructive environment within the program or department and throughout the Agency.7. Self-starter with the ability to work independently and cross-functionally. Ability to work under pressure with a positive, solution-oriented approach. 8. Passion and enthusiasm for the mission of Catholic Charities and its clients.9. Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record and ability to provide own transportation. Must be willing and able to travel between agency sites.10. Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa's policies prior to start of employment.11. Bilingual (English/Spanish) preferred but not required. Job Analysis/Job Description Physical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and stoop or bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average. Employee signature below constitutes employee's understanding of the essential duties, functions, and requirements of the position. Employee Signature Date