Colorado Nonprofit Association

VOLUNTEER SUPERVISOR

 Job Summary

The Volunteer Supervisor (VS) is an important member of Community Food Share’s operations team, overseeing the (2) Volunteer Coordinators and the Volunteer Department. Acting as the public representative of Community Food Share’s Volunteer Program, the VS attends public events, speaks regularly with community groups, and is the main contact for inquiries regarding volunteering at CFS. As the primary volunteer leader, the incumbent recruits, trains, communicates, and schedules the volunteer labor force.  

This position is required to have open availability during the work week, Monday through Friday, with the ability to flex hours in a given day. Some weekdays follow a different schedule based on the needs of the organization. Occasional availability for weekend/Saturday activities may be expected as well with the ability to leverage hours and days during the preceding week.  

Volunteer Programs

· Confers with Directors, Managers and all staff to determine volunteer needs on a daily basis. 

· Ensures all direct distribution programs are fully supported/staffed with volunteers, with the assistance of the Volunteer Coodinator(s) (VC).  

· Determines volunteer needs for special activities for all departments within the organization. 

· Recruits, interviews, assigns, schedules, supervises, disciplines, and terminates individual volunteers and volunteer groups, with the assistance of the VC(s), and in partnership with the COO, if needed.  

· Conducts and coordinates all initial and ongoing volunteer trainings, inclusive of policy and SOP updates, based on the skills needed to effectively perform the function. Acts as liaison between volunteers and the organization; effectively managing relationships between volunteers and staff. Supports other staff with volunteer training, as needed. 

· Provides training to staff on working with volunteers, as needed. 

· Collaborates with other staff and departments to produce timely and accurate training and informational materials, including visual management tools, signage, videos, and other instructional/informational tools. 

· Collaborates with the COO, Director of Operations, and with volunteers to resolve grievances, promoting cooperation and engagement in pursuit of the common mission. 

· Evaluates volunteer performance through direct observation and/or feedback from other staff. Mentors and coaches volunteers as needed in the performance of their duties. 

· Ensures volunteer experience is safe and positive, and in alignment with the goals and mission of the organization. 

· Maintains accurate volunteer service records. Provides timely statistical and activity reports on volunteer participation for internal and external use, as required. 

· Oversees annual volunteer appreciation events, and creates, organizes, and executes volunteer recognition programs. 

· Collaborates with the Philanthropy Department to implement volunteer recruitment efforts to meet Community Food Share’s needs; promote
Community Food Share’s mission with community groups, organizations, the media and individuals; organize tours for volunteer groups, individual volunteers, and other groups as needed; recruit volunteers for special events.

· Attends volunteer fairs and community outreach events, as needed and with support from the Volunteer Coodinator(s) and Volunteer Ambassadors. Expands community awareness about volunteerism, and explains program activities and volunteer roles/needs of Community Food Share. 

· Maintains and actively recruits new volunteers for the Volunteer Ambassador Program, and other leadership volunteer roles; Crew Leaders and Garden Leaders. 

· Performs all other duties as assigned or needed in pursuit of the mission of Community Food Share. 

Administration 

· Develops procedures, and plans the scheduling for volunteers in support of all special activities and functions.  

· Oversees maintenance of the Volunteer Hub database and/or other volunteer management software, and of the volunteer email database. 

· Works with Volunteer Coordinators to supply content for quarterly print newsletters. 

· Collects information from other departments to include in monthly volunteer e-newsletter. Writes and designs monthly e-newsletter and ensures its timely delivery. 

· Makes recommendations to improve processes for Volunteer programs and data capture. 

· Tracks volunteer data and trends, and prepares reports accordingly. 

· Creates monthly volunteer dashboards; tracking volunteer metrics on a YTD and YOY basis. 

· Prepares workstations for volunteers, when needed.  

· Develops, documents, and informs volunteers and staff of all volunteer policies, procedures, and standards pertaining to volunteer service ideals. Provides orientation and safety training for all volunteers, ensuring consistency of message through timely documentation. 

· Makes recommendations to the COO on budgetary needs. Collaborates with the COO on managing through budgetary constraints that affect the Volunteer Program. 

· Attends staff and department meetings.  

People Supervision

· Supervises Volunteer Coordinators in the performance of their duties, including hiring, delegating, counseling, disciplining, coaching, training, evaluating, and terminating. 

Culture

· Fosters a success-oriented, accountable environment within the organization. 

· Participates in organizational strategic planning process as it relates to reporting department. 

· Leads strategic planning within department; sets departmental performance goals in alignment with organizational goals. 

· Ensures that team members’ work is accurate and timely, that the team operates with a culture of accountability maintaining customer service to donors, participants, volunteers and other stakeholders — external and internal — as a priority. 

Travel

· Travel locally in service area may be required, as well as occasional overnight travel for events and conferences. 

The above is a fair representation of the duties and responsibilities for this positon but is not meant to be all inclusive. Other duties may from time to time be assigned at the discretion of the Chief Operations Officer. 

Qualifications & Skills

Alignment with Community Food Share’s mission and a compassionate appreciation for hunger issues are essential to the successful performance of all responsibilities. The requirements listed below are representative of the knowledge, skills, and/or abilities required to successfully perform the essential functions of this job: 

Education and Experience

· Bachelor’s degree from accredited four-year college or university with specialization in Nonprofit Management/Administration, Social Work, Business, Marketing, Communications, Public Relations or related field; or, one to three years related significant experience and/or training; or, equivalent combination of education and relevant experience. 

· ServSafe Food Safety Manager’s Certification (within 6 months of hire) 

· Valid Colorado Driver’s License and maintain an acceptable MVR.  

Skills and Abilities 

· Strategic/Big Picture oriented thinker. 

· Project management skill. 

· Cogent public speaking skill. 

· Appropriate delegation and mentoring. 

· Attention to detail. 

· Ability to organize multiple simultaneous and synchronous activities, events, and people in a fast-paced environment.  

· Power equipment operations licensure. 

· Exceptional writing, interpersonal and organizational skills. 

Knowledge

· MS Office Suite including advanced skill with Excel, PowerPoint and Outlook. 

· Volunteer Hub and/or other volunteer management software. 

· Luminate Online knowledge for monthly e-newsletter 

· Understanding of database and content management software needs and solutions. 

· Knowledge of the Boulder and Broomfield communities. 

Behaviors

· Commitment to the organization’s mission and vision. 

· Enthusiastic, highly-motivated, and emotionally intelligent leader. 

· Uses good judgment and discretion. 

· Possesses strong ethical character. 

· Works cooperatively and effectively with other Community Food Share staff and volunteers in a collaborative environment. 

· Manages multiple priorities under aggressive deadlines; manages time efficiently. 

· Maintains safety as a priority at all times. 

· Provides excellent customer service to internal and external stakeholders. 

· Gives and receives feedback in a respectful and productive way. 

· Represents Community Food Share in a professional manner at all times under a variety of conditions. 

· Monitors communication (email, text, voicemail) during assigned hours and responds within an appropriate timeframe (high priority within 24 hours); prioritizes after hours responses based on organizational needs. 

· Maintains confidentiality. 

· Works independently with minimal supervision. 

Interpersonal Skills

Alternative or combined skills in understanding, counseling, and/or influencing people are important in achieving organizational objectives, causing action, understanding others, or changing behavior. Skills of persuasiveness, influence or assertiveness, sensitivity to the point of view of others, as well as generational, gender and cultural competency and awareness are requisite to success in this position. 

Physical Demands

This position has both office/administrative duties and warehouse duties. While performing the duties of this job, the employee is regularly required to sit and/or stand for long periods. Employee is frequently required to reach with hands and arms. Employee may be required to bend, kneel, crouch, crawl, push, pull, stoop, climb ladders, balance, walk for extended periods of time; use hands to finger, grasp, handle, or feel; reach with hands and arms above the shoulder; be able
to talk; and hear with or without aid. The employee may occasionally lift, leverage, and/or move up to 25 pounds repetitively. Specific vision abilities
required by this job include close vision, peripheral vision, depth perception, color vision, distance vision and ability to adjust focus.
 

The physical demands described here are representative of those to be met by an employee to successfully perform the essential functions of this job. 

Health Related Event Protocol

The Health-Related Event Protocol is in effect anytime required by federal, state or local health orders, or as required by the organization for public safety.  

Flex Schedule Eligibility: This position is eligible for a flexible schedule from time to time based on the needs of the department and the individual. The supervisor for this position makes the determination for a flex schedule in consultation with the incumbent. Flex workers may be issued a laptop on a temporary basis to perform their duties. Flex workers are required to have a stable, secure internet connection at the location they are working from. (TEAM APPLE FLEX)  

Vaccination: Community Food Share does not require proof of vaccination status. However, this position works directly with the public in the performance of core duties. Employees serving in public facing positions may be required to wear a mask and practice social distancing at certain mobile, donor, or agency facilities regardless of vaccination status. Further, vaccination status may be required by donor businesses, agencies, or other facilities. While this is not a requirement of Community Food Share, it may be a requirement of the donor business, agency, or facility where we perform our work. Those unable to comply with outside requirements are required to speak directly with their supervisor or HR for assistance in this matter.  

Work Environment

Community Food Share operates in a working warehouse environment. While performing the duties of this job, the employee may be exposed to wet and/or humid conditions and moving equipment. The employee maybe exposed to high, precarious places; outside weather conditions; and extreme cold in the walk-ins. The noise level in the work environment is usually moderate, but may be loud with machinery and equipment in operation. 

The work environment characteristics described above are representative of those an employee encounters while performing the essential functions of this job. 

Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position.