Sample job description: Manager of Volunteers

Other Titles:

  • Administrator of Volunteer Resources
  • Coordinator, Volunteers
  • Coordinator, Volunteer Services
  • Manager of Volunteer Resources
  • Volunteer Program Coordinator
  • Volunteer Resource Coordinator

Reporting relationships

The title that the position reports to and the title of the role(s) that reports to it.

Hours of work

The number and nature of expected work hours. Examples include full-time, part-time, traditional business hours, occasional or frequent evenings and/or weekends, and the length of the position’s work term, such as permanent, temporary, or seasonal.

Job purpose

Managers of Volunteers manage volunteer resources to deliver the organization’s programs and services, including directly managing volunteers, providing guidance, support, resources, and tools to staff who supervise volunteers.

Primary duties and responsibilities

Managers of Volunteers perform some or all the following duties:

Plan the volunteer program/service

  • Develop and implement goals and objectives for the volunteer program which reflect the mission of the organization.
  • Assess the need for volunteers to enhance program/service delivery.
  • Develop a budget for the volunteer program activities.
  • Conduct ongoing evaluation of the programs and services delivered by volunteers and implement improvements as necessary.

Organize the volunteer program/service

  • Develop, administer, and review policies and procedures which guide the volunteer programs and services, and reflect the overall values of the organization.
  • Develop and administer forms and records to document the volunteer activities.
  • Identify volunteer assignments that provide meaningful work for volunteers and write the volunteer position descriptions in consultation with staff as appropriate.

Engage volunteers

  • Promote the volunteer program to gain community support of the volunteer program and the organization.
  • Develop and implement effective strategies to recruit the right volunteers with the right skills.
  • Develop and implement an intake and interview protocol for potential volunteers to ensure the best match between the skills, qualification, and interests of the volunteers and the needs of the organization.
  • Implement a screening process for potential volunteers according to accepted screening standards and practices.

Lead the volunteer program/service

  • Train staff to work effectively and cooperatively with volunteers.
  • Orient volunteers to increase their understanding of the organization, its clients, its services and the role and responsibilities of volunteers.
  • Ensure that volunteers are given appropriate training to be successful in their positions.
  • Ensure that volunteer check-in procedures are followed and records of volunteer hours are maintained according to established procedures.
  • Ensure that volunteers receive the appropriate level of supervision.
  • Assist with conflict resolution among clients, staff and volunteers according to established procedures.
  • Establish and implement a process for evaluating the contribution of individual volunteers.
  • Plan and implement formal and informal volunteer recognition activities to recognize the contribution of volunteers to the organization.

Control the volunteer program/service

  • Evaluate the risks associated with each volunteer position and take appropriate action to control the risks associated with the program or service.
  • Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations.
  • Evaluate the contribution of each volunteer on an annual basis.
  • Prepare an annual report on the contribution of the volunteer program to the organization.
  • Administer and monitor expenditures for the volunteer program against the approved budget.

Qualifications

Education

College certificate in Volunteer Management; post secondary education in social sciences, human resources, social work, community development, or adult education, or equivalent experience

Professional designation

Volunteer Management training/certification is considered an asset.

Knowledge, skills, and abilities

  • Knowledge of current trends, resources and information related to volunteerism.
  • Knowledge of the management of volunteer resources.
  • Proficiency in the use of computers for:
    • Word processing.
    • Database management.

Behavioural competencies

The Manager of Volunteers should demonstrate competence in some or all the following:

  • Ethical behaviour: Understand ethical behaviour and business practices and ensure that your own behaviour and the behaviour of others is consistent with these standards and aligns with the organization's values.
  • Relationship development: Establish and maintain positive working relationships with others internally and externally to achieve the organization’s goals.
  • Effective communication: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
  • Creativity and/or innovation: Develop new and unique ways to improve the organization's operations and create new opportunities.
  • Client focus: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within organizational parameters.
  • Teamwork development: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Leadership: Positively influence others to achieve results that are in the best interest of the organization.
  • Decision-making: Assess situations to determine the importance, urgency, and risks, and make clear decisions that are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information, and activities.
  • Planning: Determine strategies to move the organization forward, set goals, create, and implement actions plans, and evaluate the process and results.
  • Problem-solving: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, make recommendations, and resolve the problem.

Experience

Three to five years of supervisory or management experience.

Working conditions

  • Managers of volunteers work in an office environment, but monitoring the activities of volunteers may sometimes take them into non-standard workplaces.
  • Managers of volunteers may be required to work some evenings and weekends.

Compensation

Compensation for the position should be stated clearly including the position’s wage or salary, whether as a range or band, and any other direct compensation that the position is eligible for such as bonus pay or overtime pay. Benefits such as vacation, health insurance, pension, and other key employment policies can also be included in the job description, whether through links to relevant policies or detailed in full.

Benchmarks

Equity clause

We provide equal employment opportunity for all applicants and employees and do not discriminate on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, record of offences, marital status, family status, disability, or any other characteristic protected by local law.

We particularly encourage applications from Black people, Indigenous people, and people of colour, people with disabilities, members of the LGBTQ2+ community and those with varied areas of expertise and lived experiences.

Accessibility clause

We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Important: Ensure multiple contact options are provided (such as phone and email).

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