Job Title: Volunteer & Community Relations Manager

Job Title: Volunteer & Community Relations Manager

FLSA Status: Exempt

Department: Development and Communications

Supervisor: Executive Director

Date: October 2016

SUMMARY

The main responsibility of the Volunteer & Community Relations Manager is to support UCM’s efforts to cultivate community involvement – particularly volunteer involvement – in, and support for the vision, mission and programs of UCM. As a member of UCM’s Development and Communications team, the person holding this multifaceted position is responsible for implementing UCM’s efforts to establish powerful relationships with community partners and supporters. The Volunteer & Community Relations Manager supports outreach, education, and volunteer programs that inspire community members and organizations to join in the vital work of UCM through support – most notably volunteerism, but also financial and in-kind. This will be accomplished by, among other means:

1. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

a.  Oversees the recruitment and placement of UCM volunteers as well as tracking, reporting and recognition of volunteer efforts

b.  Helps to keep potential and current UCM supporters (for example, volunteers and members of faith communities) aware of UCM Programs, and provides them opportunities to support UCM primarily through volunteer service, but also in-kind donations (for example, back-to-school supplies, holiday gifts, meals for housing program participants, UCM's Back Porch Thrift Store and other initiatives) and monetary support

c.  Represents UCM in the community in ways that foster a positive image of the organization and convey credibility and goodwill. Develops a good working relationship with volunteers and other current and potential community partners and supporters

d.  Helps to identify and develop support (volunteer, in-kind and monetary) from individuals and organizations (i.e., Friends of UCM, community service organizations, businesses and faith-based groups) to advance UCM’s vision, mission and programs

e.  Participates in Development and Communications unit and agency-wide meetings to both inform and keep informed of new initiatives

f.  Attends various UCM and non-UCM events throughout the year as needed to meet the other duties of this Job Description and the objectives of the annual Development and Communications Program Plan

g.  Develops an understanding of, actively engage in and promote UCM's performance and quality improvement program, the Total Learning Continuum (TLC)

h.  Serves as the liaison between UCM and the Friends of UCM, a group of volunteers who plan UCM's Capital Steps fundraiser and Annual Gala and host a variety of smaller events throughout the year

i.  Engages in volunteer/intern recruitment, orientation, training, management, evaluation, and recognition which includes but is not limited to the following tasks:

·  Prepare daily, weekly, and monthly progress reports as well as submit these routine reports to her/his immediate supervisor

·  These reports should speak to the accomplishment of the tasks delineated in this employee’s position description as well as those not directly appearing in that document

·  Develop and successfully implement volunteer and intern recruitment, orientation, training, and retention strategy as well as a timeline for the execution of the afore-referenced tasks. On a daily, weekly, and monthly basis report on the development and execution of the afore-referenced tasks.

·  Develop training curriculums and facilitate on-boarding training sessions for volunteers/interns in each focus area for the agency. Review the training materials on-going basis to ensure that they are current

·  Maintain a nurturing environment for volunteers/interns where there is a high degree of professionalism

·  Conduct bi-annual volunteer and intern appreciation events

·  Create an atmosphere of teamwork among volunteers and interns

·  Conduct needs assessments and strategic planning with volunteers

·  In collaboration with the program staff, conduct routine volunteer/intern training/update sessions to keep them abreast of agency changes or department operational changes

·  Develop as well as disseminate a monthly volunteer newsletter

·  In collaboration with the Development and Program staff, routinely work with the agency’s corporate, church, colleges, sororities/fraternities, civic groups, women’s groups and other partners to develop and execute large volunteer projects on an on-going basis with the goal of building strategic alliances

·  Maintain the volunteer and internship job postings on the agency website

·  Ensure that UCM volunteer and interns opportunities are routinely posted with the Career Service Offices at all the colleges and universities in the Washington DC Metro Area

·  Conduct on-going outreach at colleges and universities with the overarching goal of securing interns for all departments administrative and programs as well as to raise awareness about UCM’s comprehensive programs and services for vulnerable children, youth and families.

·  Develop intern intake forms and systems to monitor as well as track intern hours and projects. Ensure that the volunteers produce daily weekly, and monthly progress report.

·  Participate in volunteer fairs at all the colleges and universities in the Washington DC Metro Area

·  Prepare the list of Day of Car activities,

·  Work side by side with the volunteers on the Holiday, Back to School from planning through execution

·  In collaboration with program managers, develop and execute all the Day of Caring activities

·  In collaboration with the program managers, plan and execute activities for Volunteer Recognition Day

·  Ensure that volunteer hours are entered into the data base on an ongoing basis

·  Ensure that routine reports are provided to the Executive Director and Program Director as well as external sources

·  Prepare the quarterly reports of volunteer/intern hours and ensure that the reports are provided to the Executive Director on a monthly basis and the Director of Finance and Administration for auditing purposes on an annual basis

·  Lead staff in determining the necessary skills and experiences UCM needs in the volunteer corps

·  Develop, conduct and evaluate year-round volunteer recruitment activities including public speaking, participation in volunteer events, media presentations and other activities

·  Develop volunteer marketing materials in support of recruitment efforts

·  Identify target audiences for expanded volunteer recruitment including, but not limited to, corporations, high school and college students, retired professionals and community organizations and churches

·  Develop and implement screening and technical support mechanisms to build skills levels of volunteers and to identify volunteers who fail to meet minimum standards

·  Develop and lead orientation sessions for all new volunteers (program, operations (finance and human resources), development, and office of the executive director volunteers) ensuring that sessions reflect the most current services of UCM and that volunteers understand the mission of UCM and how they are a part of the UCM community

·  Develop and conduct ongoing support and recognition efforts to ensure high retention of all volunteers; oversee all volunteer recognition events

·  Manage volunteer database to monitor volunteer attendance and assure deployment of sufficient volunteers at all sites

·  Develop and implement processes and systems for filling staff requests for volunteers (utilizing task request manager, volunteer request forms, databases, etc.), responding in a timely manner

·  Provide guidance to staff on volunteer issues related to performance and ensure that disciplinary protocols are adhered to

·  Create and produce volunteer e-newsletter and/or other volunteer communication pieces, in cooperation with the marketing staff

·  Develop and produce reports on volunteers, from initial interest to placement

j.  Network with other social service providers, advocates, and legal services providers to create integrated network of services for Social Services, Domestic Abuse

k.  Actively participate and seek out opportunities to make presentations on the agency’s programs and volunteer/internship opportunities at various public forums

l.  Prepare documents and reports for all appropriate, project-related activities while maintaining office, resources, mail, email and documents

m.  Performs other duties as assigned

2.  ADMINISTRATIVE DUTIES

a.  Adheres to UCM Personnel Policies and Procedures and helps maintain the UCM "Statement of Philosophy" as written in the Personnel Manual

b. Attends unit meetings and staff meetings

c.  Reports any problems immediately to supervisor

d.  Keeps supervisor and receptionist informed of whereabouts throughout the day

e.  Notifies supervisor when absent or going to be tardy

3.  GENERAL AREAS

a.  Adherence to and support of UCM’s philosophy. This includes a proven ability to exercise empathy and positive regard in providing services to clients and in supervising volunteers who provide such services.

b.  Ability to work cooperatively with peers and supervisors

c.  Ability to maintain professional relationships with clients, children, families and other agency representatives

d.  Quality of work. This includes exercise of promptness, accuracy, and sound judgment, meeting required outcomes and the ability to perform all aspects of the job description

e.  Dedication. This includes the desired determination and ability to provide comprehensive services to clients, children, and families

4.  QUALIFICATIONS

a.  To perform this job successfully, an individual must be able to perform each essential duty satisfactory. 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

5.  EDUCATION and/or EXPERIENCE

a.  Bachelor’s degree or equivalent work experience and some experience in volunteer recruitment and management

b.  Excellent written and oral communications skills

c.  Excellent organizational skills; detail oriented

d.  Strong people skills, outgoing, ability to relate to various groups

e.  Knowledgeable of volunteer recruitment, orientation, training, management, and retention

f.  Creative thinking, ability to generate and implement new ideas

g.  Computer competent, including Microsoft Office Suite, Facebook, Constant Contact and Donor Perfect applications required; Access and Excel preferred

h.  Development/fundraising experience

i.  Ability to and demonstrated experience in taking on multiple responsibilities independently with only minimal supervision; acting on own initiative/self-motivated and being results-oriented

j.  Ability to/experience in looking critically at community trends and needs assessments to create strategic work plan and demonstrate commitment to social justice issues

k.  Availability to work occasional evenings and weekends as required

l.  Must have a clear Virginia Central Registry check as dictated by the Code of Virginia 63.1-198.1. In addition, there must be a clear finding for other criminal offenses in the Virginia Criminal History record for not fewer than five years prior to date of services

m.  Able to meet U.S. Department of Justice requirements for Employment Eligibility Verification

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Employee Name Employee Signature

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Supervisor Name Supervisor Signature

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