Volunteer Services Coordinator

Volunteer Services Coordinator

The Volunteer Services Coordinator is responsible for recruiting, documenting, scheduling and stewarding our incredible volunteer force. This position is responsible for coordinating with departments to ensure that volunteers receive the proper orientation and knowledge to effectively work with staff to end hunger.

End date
Opportunity type
Job responsibilities

Expectations of the Employee:
 Adheres to Second Harvest Foodbank Policy and Procedures.
 Acts as a role model within and outside the Foodbank.
 Performs duties as workload necessitates.
 Timely and appropriate execution and implementation of plans and ideas.
 Maintains a positive and respectful attitude.
 Communicates regularly with supervisor about department issues.
 Demonstrates flexible and efficient time management and ability to prioritize work load.
 Consistently reports to work on time prepared to perform duties of position.
 Meets department productivity standards.
 Actively engages in and promotes an equitable and inclusive work environment.

Position Responsibilities & Essential Functions
General Volunteer Services Program:
 Coordinate with all Second Harvest Foodbank departments to identify volunteer needs.
 Recruit and assist supervisors with retention of volunteers for projects throughout the organization.
 Create and maintain job descriptions/duties; volunteer handbook; group sign in sheets; and other paperwork for volunteer positions at the food bank.
 Respond to all inquiries regarding volunteering. Conduct interviews, orientations and tours as needed.
 Maintain operations volunteer calendar including schedules, updates and cancellations. Communicate changes as necessary.
 Collaborate with Communications to advertise volunteer opportunities through the media, newsletters, and websites. Maintain up-to-date volunteer opportunities through print brochure and websites.
 Work with supervisor and appropriate staff to address any problems that arise. Coordinate with supervising staff to dismiss volunteers when necessary. Maintain incident reports completed by staff.
 Maintain and monitor photo release form data for group and event volunteers.
 Use Volgistics to track and communicate with individual volunteers. Ensure required maintenance.
 Maintain monthly and annual statistics regarding total number and hours of volunteers and provide to other staff as required.
 Perform any other duties as needed to fulfill our mission, drive our vision and abide by our values.

Group and Individual Volunteer Program:
 Support corporate, civic, religious, member agency and youth groups to volunteer at the food bank.
 Collaborate with Development and Marketing & Communications Departments to ensure staff are aware of corporate partners volunteering in the facility, and ensure appropriate orientation, recognition and /or media opportunities around corporate service.
 Recruit, schedule and communicate with volunteers for special events as required.
 Provide backup for day-to-day volunteer groups and project rooms as necessary.

Program and School Service Volunteer Program:
 Support program and school volunteer services, such as Huber or school groups. Maintain positive working relationship with program representatives.
 Conduct interviews, assess service requirements, complete progress reports and provide required forms at completion of service.
 Keep abreast of rules, time requirements and dismissal guidelines for volunteers.
 Maintain clear, accurate files of all program and school service volunteers to provide additional documentation when required.

Volunteer Recognition:
 Collaborate with the Director of Volunteer Programs and other staff to coordinate annual volunteer appreciation event or initiatives for core individuals, groups and mobile pantries.
 Oversee volunteer appreciation and recognition efforts.

Application qualifications

Required Education/Experience:
 2 years of experience in volunteer management, human resources or customer service.
 To perform this job successfully, the individual should have intermediate knowledge of the following computer software programs.
o Microsoft Office Suite – specifically Outlook, Word, Excel and PowerPoint.
o Google Workspace
o Internet
o Must have the ability to quickly learn and effectively use internal software programs, including Volgistics.
 Ability to successfully pass background check.

Preferred Education/Experience:
 Experience working with community-based, nonprofit organizations.
 Lived experience with the impacts of systemic racism or marginalization is a plus.
 Bachelor’s Degree in a related field, or equivalent combination of experience, education, and training.

Certificates and Licenses:
 Food Safety Certification or ability to obtain is desired.


As part of our compensation package, we offer a comprehensive benefits plan. Benefits include:
Health Insurance (we pay 90% of premium for full time employees), Dental Insurance, Vision Insurance
401(k) Retirement Plan with up to 5% match
Short Term Disability Insurance
Long Term Disability Insurance
Life and AD&D Insurance
Generous Paid Time Off 23 Days per year. 13 Paid Holidays per year.

How to apply

For more information, and to apply, please go to: https://shfbmadison.isolvedhire.com/jobs/

About the organization

In 1986, SHFB began working with local hunger-relief agencies in 16 counties in southwestern Wisconsin. It has since grown to become the area’s largest hunger-relief organization. Our mission is to end hunger in the communities we serve. We accomplish our mission by distributing millions of pounds of food each year, promoting outside food assistance programs like FoodShare, and raising awareness of hunger.
SHFB is one of 200 members of Feeding America, the nation’s leading domestic hunger-relief charity. As a member food bank, SHFB relies on Feeding America for access to national food industry donors, coordinating food donations with other food banks, lobbying legislators on a national level, and to be the voice for national hunger awareness. We follow guidelines put forth by Feeding America, and our operations are monitored to ensure that we uphold the highest standards of charitable food distribution and safety.