Volunteer Services Planner | Program Coordination & Community Engagement

🎯 Role Definition

As our Volunteer Services Planner, you will be the architect and champion of our volunteer community. You are responsible for the entire volunteer lifecycle, from strategic recruitment and engaging onboarding to meaningful recognition and continuous support. This position requires a blend of strategic planning, hands-on coordination, and exceptional relationship-building to create a thriving, impactful, and well-supported volunteer force. You will work collaboratively across all departments to identify needs, create fulfilling volunteer roles, and ensure our volunteers have a positive and rewarding experience that connects them deeply to our mission.

📈 Career Progression

Typical Career Path

Entry Point From:

Volunteer Coordinator
Program Assistant
Community Outreach Associate

Advancement To:

Senior Volunteer Program Manager
Director of Community Engagement
Director of Programs

Lateral Moves:

Fundraiser / Development Officer
Program Manager
Communications & Marketing Specialist

Core Responsibilities

Primary Functions

Develop and execute a comprehensive, data-driven recruitment strategy to attract a diverse and skilled pool of volunteers, utilizing online platforms, community partnerships, and corporate outreach.
Design, manage, and continuously refine a thorough screening, interviewing, and placement process to ensure volunteers are matched with roles that align with their skills, interests, and availability.
Create, facilitate, and regularly update dynamic orientation sessions and role-specific training programs to equip volunteers with the knowledge, skills, and confidence to succeed.
Oversee the daily coordination and scheduling of all volunteer activities, utilizing volunteer management software to ensure adequate coverage for programs, services, and special events.
Cultivate a positive, inclusive, and supportive environment for volunteers through regular communication, formal feedback mechanisms, and informal relationship-building to drive engagement and long-term retention.
Establish and manage a multi-faceted volunteer recognition program, including formal awards, informal appreciation events, and ongoing acknowledgements to celebrate contributions and milestones.
Collaborate with department heads and program staff to conduct needs assessments, identify gaps, and develop new, meaningful volunteer roles that support strategic organizational goals.
Maintain accurate and confidential volunteer records, including applications, background checks, hours served, and performance notes, ensuring data integrity within the volunteer management database.
Compile, analyze, and present volunteer program data to generate regular reports on key performance indicators such as recruitment trends, retention rates, hours served, and program impact for leadership and stakeholders.
Develop and manage the annual volunteer program budget, tracking all expenditures for recruitment materials, training supplies, background checks, and recognition initiatives.
Periodically review, update, and enforce all volunteer-related policies, procedures, and handbooks to ensure compliance with organizational standards, legal requirements, and risk management best practices.
Act as a primary ambassador for the organization at community fairs, university career days, and corporate networking functions to promote volunteer opportunities and build strategic community partnerships.
Provide direct supervision, mentorship, and ongoing support to all volunteers, addressing performance concerns or interpersonal conflicts in a timely, empathetic, and professional manner.
Conduct thorough risk assessments for all volunteer positions and implement safety protocols to ensure the well-being of volunteers, staff, and the community we serve.
Develop and distribute engaging communications, including monthly newsletters, email updates, and social media content, to keep the volunteer corps informed, connected, and motivated.
Plan and execute large-scale volunteer projects and corporate days of service, coordinating all logistics from initial planning to post-event follow-up.
Lead the planning and facilitation of a Volunteer Advisory Committee to gather feedback and empower volunteers to take on leadership roles within the program.
Integrate principles of Diversity, Equity, and Inclusion (DEI) into all aspects of the volunteer program, from recruitment and training to daily management and recognition.
Evaluate the effectiveness of the volunteer program through surveys, focus groups, and data analysis, making recommendations for continuous improvement.
Serve as the primary point of contact for all volunteer inquiries, providing excellent customer service and guiding potential volunteers through the application process.

Secondary Functions

Support the Development team in fundraising and special events by recruiting, training, and managing event-specific volunteers.
Contribute compelling data and narrative content about the volunteer program's impact for use in grant proposals, donor reports, and marketing materials.
Serve as a key liaison between volunteers and staff, fostering a collaborative culture and ensuring the seamless integration of volunteers into departmental workflows.
Stay current on emerging trends and best practices in volunteer management by participating in professional development workshops, webinars, and industry associations.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with Volunteer Management Software (e.g., Volgistics, Better Impact, Salesforce for Nonprofits).
Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
Experience with database management, data analysis, and generating reports.
Strong project and program management capabilities, including planning, execution, and evaluation.
Public speaking, presentation, and training facilitation skills.
Competency in budget development and financial tracking.

Soft Skills

Exceptional interpersonal and relationship-building skills with a high degree of empathy.
Superior organizational, multitasking, and time-management abilities.
Diplomatic and effective communication skills, both written and verbal.
Proven problem-solving and conflict resolution capabilities.
Natural leadership and motivational skills to inspire and guide individuals from diverse backgrounds.
Strong commitment to and understanding of Diversity, Equity, and Inclusion (DEI) principles.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree from an accredited institution.

Preferred Education:

Bachelor's or Master's Degree in a relevant field.
Certification in Volunteer Administration (CVA).

Relevant Fields of Study:

Non-Profit Management
Human Resources
Social Work
Public Administration
Communications

Experience Requirements

Typical Experience Range: 3-5 years of direct experience in volunteer coordination, program management, or community engagement.

Preferred:

Experience working within a non-profit or public sector organization.
Demonstrated success in recruiting, training, and supervising volunteers or staff.
Proven ability to build and maintain community partnerships.