Volunteer Program Assistant - Palm Springs Animal Shelter - Palm Springs, CA

Job Title: Volunteer Program Assistant
Incumbent: N/A
Department: Administration and Human Resources
Reports to: Assistant Director, Administration & Human Resources
FLSA Classification: Non-Exempt, Part-Time (up to 20 hours per week)
Supervises: No
Created / Updated: May 2016

POSITION OVERVIEW
The Volunteer Program Assistant is responsible for performing daily volunteer-related tasks at the shelter. The position is supervised by and reports directly to the Assistant Director, Administration & Human Resources.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Support Assistant Director, Administration & Human Resources with volunteer-related paperwork, e-mail and other communications, data entry, and other administrative tasks as requested. Tasks may include use of volunteer database (Volgistics), making appointments, paperwork, answering basic volunteer program questions (phone & in person), matching up new volunteers to shelter needs, appropriate training & follow up, creating badges, providing t-shirts, administering the volunteer Facebook page, and ensuring completion of volunteer scheduling in various volunteer departments.


• Assist Director of Development and Marketing with supplies and setup at various shelter events to meet, educate and recruit appropriate volunteers for shelter.


• Serves as primary contact for check in and check out keys to volunteers throughout the day and providing access to the shelter for volunteers outside of operating hours.


• Stay informed of best practices in volunteer programs and improving volunteer retention.


• May assist the Assistant Director, Administration & Human Resources with volunteer orientations, volunteer interviews and community outreach/volunteer recruitment.


• May assist with writing and/or revising elements of the volunteer handbook.


• Cultivates a culture of appreciation among staff and volunteers; assists with recognition activities for volunteer appreciation.


• Encourages communication between staff and volunteers and serves as a liaison for either party when needed.


• May attend some shelter-related events to oversee/guide volunteers.


• Leadership – Maintain a positive, upbeat role, promote and exemplify Shelter values and represents departmental objectives and interests to internal and external customers.


• Customer Service – Follow up on complaints, questions, and concerns; respond to internal/external customer needs in a friendly, timely and efficient manner.


• Teamwork – Develop and promote teamwork and cooperation among co-workers.


• Safety – Comply with established safe work practices and attend to all safety-related training provided or made available by the Shelter.


• Other duties as assigned.

QUALIFICATIONS – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Proven experience in office administration, ideally experience with volunteer management


• Minimum 1 year experience in a fast paced office environment


• High School Diploma required. Associate’s or Bachelor’s degree preferred.


• One year of animal-related experience preferred

Required Technical / Other Skills and Abilities

• Computer skills including MS Word, Excel, and PowerPoint software. Ability and willingness to learn new computer software and database programs.


• Ability to type at least 40 words per minute


• Ability to work evenings and weekends and flexible schedule


• Ability to maintain confidentiality


• Ability to prioritize and work under the pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks


• Competency in organizing tasks, documents and materials with efficiency and accuracy


• Willingness to work with and to assist other departments as needed


• Must enjoy working with a variety of people and have great communication skills


• Excellent writing skills to independently compose letters, memos, reports, and other written communication materials for a variety of audiences using correct spelling, grammar, punctuation, text editing, and proofreading skills

Required Licenses/Certifications

• Valid Driver’s License and Safe Driving Record

PHYSICAL DEMANDS – See attached “ Physical Demands of the Position”.

CONFIDENTIAL INFORMATION – This position may have access to confidential information – Employee personnel files and other employee information, and volunteer records.

Job Type: Part-time

Required experience:

• Polished Customer Service: 2 years


• Animal Related Profession: 1 year


• Interpersonal Skills or H/R: 1 year


• Event Planning: 1 year

Required license or certification:

Required education:

• High school or equivalent