Volunteer coordinator job description template

Position Identification

1. Position Summary

The Volunteer Coordinator manages the recruitment, screening, onboarding, placement, and retention of volunteers to support [ORGANIZATION_NAME] operations. The role serves as the primary liaison between community volunteers, program staff, and organizational leadership, ensuring that operational volunteer needs are fulfilled efficiently. Working under the direction of [REPORTS_TO_TITLE], the position maintains volunteer schedules, leads orientation sessions, tracks participation hours, and enforces compliance with organizational safety standards. The primary outcome of this role is a dependable, trained, and engaged volunteer workforce that enhances operational capacity while adhering to Canadian workplace standards and organizational policies.

2. Key Responsibilities

2.1 Volunteer Recruitment and Community Outreach (20%)

• Execute community outreach campaigns across local physical and digital channels to attract volunteer candidates that reflect community diversity.
• Post approved volunteer opportunities on community boards, volunteer centre networks, and organizational communication channels within [N_BUSINESS_DAYS] of identified operational needs.
• Represent [ORGANIZATION_NAME] at community fairs, educational institutions, and civic events to establish candidate pipelines.
• Respond to initial public inquiries regarding volunteer opportunities within [N_BUSINESS_DAYS] using standardized intake scripts.

2.2 Screening, Vetting, and Placement (15%)

• Process volunteer applications through [HRIS_NAME] and maintain standardized applicant screening files.
• Conduct structured interviews with prospective volunteers to assess skills, availability, and role alignment.
• Collect and verify required background documentation, including criminal record checks or vulnerable sector checks where mandated by role requirements.
• Place qualified volunteers into operational assignments that match organizational requirements and volunteer capabilities.

2.3 Onboarding, Orientation, and Training (15%)

• Deliver standardized orientation sessions covering organizational mission, code of conduct, privacy expectations, and workplace health and safety rules.
• Coordinate role-specific, task-level training with [OWNER_OR_MANAGER] or designated program leads prior to active deployment.
• Distribute required personal protective equipment (PPE) and role-specific operational materials to volunteers before initial shift commencement.
• Document completed orientation checklists, emergency contact details, and policy sign-offs in [HRIS_NAME].

2.4 Scheduling, Rostering, and Daily Coordination (20%)

• Build and publish monthly volunteer rosters in [HRIS_NAME] at least [N_BUSINESS_DAYS] in advance of operational delivery dates.
• Manage shift cancellations, absences, and real-time coverage adjustments to ensure minimum staffing levels across all scheduled activities.
• Act as the daily on-site point of contact for volunteers, conducting pre-shift briefings and providing direct operational guidance.
• Coordinate logistical requirements for volunteer workstations, including badges, sign-in sheets, and basic supplies.

2.5 Volunteer Retention, Recognition, and Relations (10%)

• Coordinate ongoing volunteer recognition initiatives, including milestone acknowledgements, appreciation events, and reference letters.
• Solicit structured feedback from active volunteers via periodic surveys to identify engagement trends and operational friction points.
• Address low-level volunteer interpersonal friction or performance discrepancies directly, escalating unresolved matters to [REPORTS_TO_TITLE].
• Conduct offboarding exit interviews with departing volunteers to document service duration and program feedback.

2.6 Recordkeeping, Database Administration, and Reporting (10%)

• Track, verify, and log active volunteer hours and attendance daily in [HRIS_NAME].
• Generate monthly volunteer capacity reports detailing active headcounts, total contributed hours, retention rates, and fill rates for [REPORTS_TO_TITLE].
• Maintain physical and electronic volunteer records in compliance with applicable provincial privacy legislation.
• Archive inactive volunteer files following the expiration of [RETENTION_PERIOD].

2.7 Health, Safety, and Risk Compliance (10%)

• Enforce workplace safety protocols, reporting hazards, near misses, and incidents immediately to [REPORTS_TO_TITLE] and [FIRST_AID_CONTACT].
• Ensure volunteers follow incident-reporting procedures and complete required documentation within [N_BUSINESS_DAYS] of an occurrence.
• Monitor operational areas to verify that volunteers use [REQUIRED_PPE] and adhere to safe lifting guidelines up to [MAX_LIFT_WEIGHT_KG].
• Maintain current knowledge of basic first aid locations and emergency evacuation procedures across [WORK_LOCATION].

3. Qualifications & Experience

Role Qualifications and Defensible Requirements

4. Competencies

Core Role Competencies and Behavioural Indicators

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

Environmental and Physical Demands Analysis

Note: [ORGANIZATION_NAME] accommodates qualified individuals with disabilities in accordance with applicable human rights legislation, up to the point of undue hardship.

5.2 Performance Measures

Key Performance Indicators (KPIs)

5.3 Career Path

• Typical Prior Roles: Volunteer, Administrative Assistant, Customer Service Representative, Community Outreach Assistant, Event Assistant.
• Typical Next Roles: Volunteer Services Manager, Community Engagement Coordinator, Human Resources Coordinator, Program Manager, Operations Supervisor.

5.4 Position Acknowledgement

This job description outlines the primary duties, operational scope, and qualifications required for the Volunteer Coordinator role at [ORGANIZATION_NAME]. It is not an exhaustive inventory of all daily tasks. [ORGANIZATION_NAME] reserves the right to amend job duties, working schedules, and operational assignments with reasonable notice to meet operational requirements.

Employee Name (Printed):    ___________________________________________________

Employee Signature:         _______________________   Date: ___________________

Manager Name (Printed):     ___________________________________________________

Manager Signature:          _______________________   Date: ___________________

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