The Role of a Volunteer Coordinator

The Volunteer Coordinator will periodically review assignments with small groups.

Many companies and non-profit organizations require help for a variety of tasks that do not typically fall under regular employee responsibilities. These tasks can range from assembling materials to be mailed out to the public, to helping children learn to read. Sometimes, a large group of volunteers is needed for a major event or for ongoing programs. The Volunteer Coordinator will be responsible for ensuring that all the volunteers are well guided in all they need to do and know, and is available for whatever questions arise during the process.

Skills

The ideal Volunteer Coordinator will be a master of organization, and will have excellent communication skills. She will be able to manage, oversee and deal with all types of people from all types of backgrounds, and can interact easily with all ages, socio-economic groups and personality types. She listens as well as speaks clearly, keeps good records, manages time well, and delegates by matching those volunteers best suited to any given need. Patience is a plus, as are kindness and consideration, while attending to time constraints or other demands.

Gathering the Team

Depending on the size of a volunteer team needed by an organization, the Volunteer Coordinator will either help with recruiting volunteers, use those assigned by the organization, or get to know those who have previously participated. Small teams such as those who might go to a hospital to give out flowers may number ten to 50. Larger teams can number in the hundreds and even thousands. The coordinator will use every resource possible to assemble and maintain groups. Some useful methods include posting on websites, listing in newspapers, putting spots on the radio, or mailing out notices. Many organizations send out newsletters that will note the recurring need for volunteers and how to contact the coordinator.

Events

For large events like festivals, concerts and trade shows, readying for the event can be quite demanding on the Volunteer Coordinator. He will set a time and place to meet the volunteers, and will specify what they are expected to do, how to do it, and to whom they report. The coordinator will be available well in advance of the event so as to set things in motion. During the event, he will be on-hand to encourage, support, supplement, and keep track of all the volunteers and their duties. He might wear a headset and have a walkie-talkie for communicating, as well as a cell phone and laptop. After the event, he will gather any feedback from volunteers, offer his own, thank everyone, and file all pertinent documents. He's often the last one out, making sure the site is returned to its original state.

Ongoing

Some organizations have ongoing needs such as providing ushers for theater companies or for bulk mailings that go out monthly. The Volunteer Coordinator will contact the needed volunteers and determine who will regularly assist on such jobs. She will disseminate information periodically and keep records throughout the year for each time volunteers are brought in to help. She will liaise with her own supervisor or executives as to what might be coming up, and will keep them informed about the details, progress and challenges she might face or items she might need for a particular group or event. She may have to update Excel files or databases and financial records for any costs incurred under her department.

Rewards and Challenges

Challenges a Volunteer Coordinator might face include people not showing up when or where required; someone unable to do the job assigned; someone who thinks the job is beneath them; ego battles between volunteers; and jobs not being done on time. But the rewards for having helped complete a major assignment are plentiful. Even on small events, or when only a few people are needed, by day's end the positive feelings are palpable. There is a strong sense of completion and achievement, a personal satisfaction and certainty that all challenges have been met. A coordinator's circle of friends often grows, too. The coordinator may be rewarded with gifts or special recognition, and if the budget allows, volunteers are recognized by a dinner or similar program to acknowledge their vital contribution. The coordinator is usually given pride of place.

References

• Citizens Information Board: Managing Volunteers
• National Organization for Voluntary Organizations: Managing Volunteers - Overview
• Study Fundraising: Managing Volunteers

Resources

• Volunteer Today
• Smart Communities: Managing Volunteers