Volunteer Coordinator

Position Summary 

The Volunteer Coordinator is the primary point of contact for volunteers and is responsible for recruiting, onboarding, scheduling, training, supervising, supporting, recognizing, and retaining volunteers who contribute to Child Creativity Lab's mission. A key responsibility of this role is overseeing and managing volunteer-supported kit assembly operations, ensuring projects are properly staffed, organized, completed accurately, and aligned with organizational priorities. 

Working closely with staff across departments, the Volunteer Coordinator identifies volunteer needs, coordinates assignments, maintains volunteer records, and ensures volunteers have the training, communication, and support needed to be successful. The position develops and maintains an organized volunteer program that provides meaningful volunteer experiences while effectively supporting the organization's operational, programmatic, and engagement needs.

As part of the Operations team, the Volunteer Coordinator coordinates volunteer participation in kit assembly projects, special events, and other organizational activities, including corporate volunteer kit assembly events. The position is not responsible for program delivery, fundraising, warehouse inventory management, materials procurement, or corporate partnership development, though it may coordinate volunteer activities and events for established corporate partners. 

Essential Duties & Responsibilities 

1. Volunteer Recruitment & Onboarding 

• Recruit volunteers to support organizational programs, events, kit assembly operations, and other organizational needs. 
• Respond to volunteer inquiries in a timely and professional manner. 
• Screen volunteer applicants and determine appropriate placements based on organizational needs, volunteer interests, and skills. 
• Coordinate volunteer onboarding, orientation, and training activities. 
• Communicate organizational policies, procedures, and expectations to volunteers. 
• Ensure volunteers complete all required applications, waivers, and documentation. 
• Maintain an organized and efficient volunteer recruitment and onboarding process. 

2. Volunteer Coordination & Scheduling 

• Match volunteers with projects and assignments that align with organizational priorities, volunteer interests, and skills. 
• Schedule volunteers for ongoing and short-term opportunities. 
• Coordinate volunteer coverage to ensure staffing needs are met. 
• Communicate schedules, assignments, and updates to volunteers. 
• Serve as the primary point of contact for volunteer questions, concerns, and support. 
• Adjust volunteer assignments and schedules as organizational priorities change. 

3. Volunteer Support & Engagement 

• Foster a positive, welcoming, and inclusive volunteer experience. 
• Build and maintain strong, positive relationships with volunteers. 
• Provide ongoing guidance and support. 
• Monitor volunteer satisfaction and address concerns appropriately. 
• Develop and implement volunteer recognition and appreciation efforts. 
• Promote volunteer retention and long-term engagement. 

4. Volunteer Records & Administration 

• Maintain accurate, complete, and confidential volunteer records. 
• Track volunteer participation, service hours, and engagement metrics. 
• Maintain volunteer databases, spreadsheets, and reporting systems. 
• Monitor and maintain volunteer-related forms, waivers, and documentation. 
• Prepare volunteer reports and participation metrics as requested. 
• Ensure volunteer records comply with organizational policies and recordkeeping requirements. 

5. Volunteer Kit Assembly Operations 

• Coordinate and oversee volunteer-supported kit assembly activities to ensure projects are completed accurately, efficiently, and on schedule. 
• Develop volunteer staffing plans for kit assembly projects based on production needs and timelines. 
• Work with Warehouse and Program staff to prioritize kit assembly projects and determine volunteer support requirements. 
• Prepare materials, instructions, and workstations for volunteer kit assembly activities. 
• Monitor the quality, progress, and completion of volunteer-assembled kits and address issues as needed. 
• Ensure kit assembly work areas are organized, safe, and ready for volunteer activities. 
• Train and supervise volunteers participating in kit assembly projects. 

6. Volunteer Events & Operational Support 

• Coordinate volunteer participation in programs, workshops, events, and operational projects. 
• Coordinate and facilitate corporate volunteer kit assembly events (in Depot and off-site), including volunteer preparation, project setup, activity coordination, and event logistics. 
• Prepare volunteer materials, assignments, and instructions for special events and projects. 
• Support the successful implementation of volunteer-supported initiatives across the organization. 
• Work with staff to identify volunteer needs and opportunities throughout the organization. 

7. Cross-Functional Collaboration 

Collaborate with staff across departments to identify volunteer needs, coordinate volunteer-supported projects, and ensure organizational priorities are effectively supported. 

Collaborate regularly with: 

Director of Depot Operations 

• Volunteer strategy 
• Volunteer capacity planning 
• Goal setting, reporting, and performance evaluation 

Warehouse Manager & Warehouse Associate 

• Kit assembly status and coordination of completed kits entering inventory 
• Material preparation coordination 
• Volunteer task preparation 
• Kit assembly support 

Director of Programs & Program Coordinator 

• Communication regarding kit inventory availability and assembly priorities 
• Program-related kit assembly requests 
• Volunteer support needs for programs, workshops, and partner activities

Director of Partnerships 

• Corporate volunteer event coordination 
• Community engagement opportunities involving volunteers 
• Volunteer support for partner-related activities 

Performance Expectations & Success Measures 

Success in this role is demonstrated by: 

• Maintaining a sufficient, reliable, and engaged volunteer workforce to meet organizational staffing needs. 
• Consistently filling volunteer assignments and staffing needs in a timely manner. 
• Providing a positive volunteer experience that promotes volunteer satisfaction, retention, and ongoing engagement. 
• Successfully coordinating volunteer-supported kit assembly projects that are completed accurately, efficiently, and on schedule. 
• Effectively coordinating corporate volunteer kit assembly events and other volunteer activities. 
• Ensuring volunteers are properly trained, informed, and prepared to perform their assignments safely and successfully. 
• Maintaining accurate, complete, and confidential volunteer records, schedules, and documentation. 
• Responding promptly and professionally to volunteer and staff communications and requests. 
• Building strong working relationships with volunteers and staff across departments. 
• Supporting organizational programs, operations, and projects through effective volunteer coordination and resource management. 

Working Conditions & Physical Requirements 

• Primary work location is Child Creativity Lab's Depot, with occasional off-site work at organizational events, volunteer activities, and partner locations. 
• Regular interaction with volunteers, staff, program participants, visitors, and community members. 
• Occasional evening and Saturday work may be required to support volunteer activities, corporate volunteer events, and organizational needs. 
• Ability to move throughout office, warehouse, and event environments. 
• Ability to set up, organize, and maintain volunteer workspaces, materials, and assembly stations. 
• Ability to lift, carry, and move materials weighing up to 25 pounds. 
• Ability to sit, stand, walk, bend, reach, stoop, and perform other physical activities as needed throughout the workday. 
• Ability to assist with the preparation, organization, and movement of program materials and kit assembly supplies. 

Qualifications 

Required 

• Bachelor's degree or equivalent experience in nonprofit management, volunteer management, public service, communications, or related field. 
• Strong organizational and administrative skills. 
• Excellent written and verbal communication skills. 
• Ability to coordinate multiple projects and priorities simultaneously. 
• Ability to work independently and as part of a team. 
• Strong interpersonal and customer service skills. 
• Proficiency with Microsoft Office 365, including Outlook, Word, Excel, and Teams. 
• Ability to maintain confidential information. 
• Commitment to Child Creativity Lab's mission and values. 

Preferred 

• Experience coordinating volunteers, staff, or community groups. 
• Experience with volunteer management software or databases. 
• Experience in a nonprofit, educational, or community-based organization. 
• Experience planning schedules and coordinating multiple participants. 
• Knowledge of Orange County schools, universities, service clubs, or volunteer networks.