Volunteer Engagement & Experience Coordinator
hace 23 horas
Tampa
Job Description POSITION TITLE: Volunteer Engagement & Experience Coordinator DEPARTMENT: Resource Development REPORTS TO: Director of Resource Development Operations & Volunteerism SALARY/FLSA STATUS: Exempt/Full Time ORGANIZATION MISSION: The mission of Boys & Girls Clubs of Greater Tampa Bay is to prepare youth and young adults to be future-ready by providing life-changing programs, real-life experiences, and clear pathways to succeed in the classroom, the workplace and life. POSITION SUMMARY: The Volunteer Engagement & Experience Coordinator is the primary owner of the individual volunteer journey at Boys & Girls Clubs of Greater Tampa Bay. This role serves as the lead point of contact for individual volunteers, overseeing recruitment, onboarding, placement, engagement, and retention across more than 40 Club locations. This position blends relationship-building, project management, and hands-on operational execution. The ideal candidate is energized by championing opportunities to get involved, building strong internal and external partnerships, and managing multiple workflows simultaneously. Success in this role means delivering a seamless, welcoming, and well-organized volunteer experience that meets both volunteer expectations and Club needs. The Coordinator works cross-functionally with Resource Development, Operations, Human Resources, and Club staff to ensure volunteers are well-prepared, appropriately placed, and set up for success—while maintaining compliance, accurate data, and consistent communication. This role also serves as the primary owner of volunteer data management, documentation, and reporting systems. SUPERVISORY RESPONSIBILITIES: The Club Director will supervise 3-15 employees at the designated Club location. Incumbent will be responsible for the overall direction, coordination, and evaluation of these units. Must carry out supervisory responsibilities in accordance with the organization's policies and applicable state laws. Responsibilities include interviewing, hiring, training, planning, assigning, and directing work; performance appraisals: rewarding, coaching and corrective action plans as needed for employees; addressing complaints and resolving issues. JOB RESPONSIBILITIES: Volunteer Recruitment, Engagement & Relationship Management • Serve as the lead point of contact for individual volunteers from initial inquiry through placement and ongoing engagement., • Actively promote volunteer opportunities by clearly communicating the value, impact, and expectations of service., • Build and maintain strong relationships with volunteers to drive engagement, retention, and repeat service., • Develop and manage consistent volunteer communications, including onboarding materials, confirmations, follow-ups, and ongoing touchpoints., • Design, manage, and continuously improve a clear and scalable volunteer workflow, including recruitment timelines, onboarding steps, training, placement, and tracking., • Coordinate volunteer placement across 40+ Club locations, balancing volunteer interests, availability, and operational needs., • Maintain an organizational calendar of volunteer opportunities, orientations, and engagement activities., • Collect and evaluate volunteer feedback to inform program improvements and enhance volunteer experience., • Enter, track, review, and maintain accurate volunteer records, hours, placements, and documentation within the volunteer and donor management systems., • Process, monitor, and approve volunteer applications, forms, and required documentation in a timely manner., • Track onboarding progress to ensure all required steps (applications, background checks, training, approvals) are completed and documented., • Ensure data integrity, consistency, and compliance across volunteer records, reports, and internal systems., • Run regular reports on volunteer activity, hours, engagement trends, and participation to support internal analysis, grants, and leadership reporting., • Coordinate and facilitate volunteer orientations and training to ensure readiness and policy compliance., • Partner with Human Resources on background checks, screenings, and required documentation., • Maintain accurate, complete, and up-to-date volunteer records in alignment with organizational policies and risk management standards., • Collaborate with the Resource Development team to support fundraising events and activities, including planning, logistics, and execution., • Partner closely with Club Directors and Club staff to identify volunteer needs and support effective on-site volunteer engagement., • Support and participate in Corporate Volunteer Group projects aligned with the BGCGTB mission., • Prepare regular updates and monthly summaries for senior leadership on volunteer activity, trends, and upcoming opportunities. QUALIFICATIONS: • Bachelor’s degree or equivalent combination of education and experience., • Minimum of two (2) years of professional experience in volunteer management, project coordination, customer service, sales, account management, or program operations., • Demonstrated ability to manage multiple projects, deadlines, and administrative workflows simultaneously with minimal supervision., • Strong interpersonal and communication skills; comfortable engaging individuals and groups both in person and virtually., • Confidence in public speaking and facilitating training or orientations., • Highly organized and detail-oriented, with strong follow-through and process management skills., • Demonstrated experience with data entry, tracking, reporting, and administrative workflows in a CRM, volunteer management system, or similar database., • Comfortable learning and using new systems and technology, including volunteer platforms, databases, and Microsoft Office., • Experience working with youth-serving organizations is preferred., • High level of integrity and discretion when handling confidential information., • Collaborative, adaptable team player who thrives in a fast-paced environment., • Valid driver’s license and reliable, insured transportation., • Ability to travel locally to Club locations across Hillsborough, Pasco, and Pinellas counties., • Occasional evening and weekend availability., • Successful completion of background check and drug screening. TRAVEL: Travel may be required to multiple Club facilities throughout Hillsborough, Pasco and Pinellas County for training and/or other business purposes. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, kneel, stoop, and use a keyboard. The employee is occasionally required to bend and lift and/or move up to 50 lbs. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate - high. Flexibility to working schedules may be required due to changing needs. DISCLAIMER: The information presented indicates the general nature and level of work expected of employees in this job classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Reasonable accommodation will be possible and based on an individual basis. EQUAL OPPORTUNITY EMPLOYER: Qualified applicants receive consideration for employment without discrimination because of race, color, gender, religion, national origin, ancestry, citizenship, disability, age, sexual orientation, or any other characteristic protected by law. Signed by: ____________________________________________________________________ Printed Name: ________________________________________________________________ Date: ________________________________