Volunteer Manager in Madison, Wisconsin at District Council of Madison Inc., Society of St. Vincent de Paul

JOB SUMMARY:

The Volunteer Manager leads the recruitment, onboarding, scheduling, engagement, retention, and recognition of volunteers supporting the Middlecamp Center for Vincentian Charity (MCVC). This position is responsible for developing a high-quality volunteer experience while ensuring sufficient volunteer support for the Food Pantry, Charitable Pharmacy, Lockers Program, and other community service initiatives.

Working collaboratively with the Associate Director of Client Services, community organizations, educational institutions, businesses, and volunteers, the Volunteer Manager develops meaningful volunteer opportunities that advance the Society of St. Vincent de Paul’s mission of serving neighbors with dignity, compassion, and respect.

The Volunteer Manager coordinates approximately 600 volunteers annually and serves as the primary ambassador for volunteer engagement throughout the organization.

KEY ACCOUNTABILITIES:

• Maintaining sufficient volunteer staffing to support operational needs
• Recruiting and retaining an engaged volunteer workforce
• Delivering a positive volunteer experience from onboarding through recognition
• Ensuring accurate volunteer records and reporting
• Achieving 100% completion of required volunteer training
• Developing strong community partnerships that increase volunteer participation
• Supporting organizational goals through continuous improvement of volunteer engagement strategies

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Volunteer Program Leadership

• Lead all aspects of the volunteer lifecycle including recruitment, screening, onboarding, scheduling, engagement, recognition, and offboarding
• Coordinate approximately 600 volunteers annually
• Develop procedures and best practices that support volunteer engagement
• Evaluate volunteer program effectiveness and recommend continuous improvements
• Foster an inclusive, welcoming, and mission-centered volunteer culture

Volunteer Scheduling and Operations

• Coordinate daily volunteer schedules for: Food Pantry, Charitable Pharmacy, Lockers Program, Additional MCVC initiatives
• Collaborate with department leaders to identify volunteer needs
• Balance volunteer availability with operational priorities
• Adjust schedules as organizational needs change
• Assist with client services when volunteer coverage is insufficient

Volunteer Recruitment

• Identify, develop, and implement creative volunteer recruitment strategies to attract and retain adequate volunteer numbers to maintain efficient operations
• Build partnerships with: Schools and universities (e.g. Edgewood College, Madison College, and UW Madison), Churches, Community organizations, Corporate partners, Civic organizations
• Represent SVDP at volunteer fairs and community outreach events
• Develop new volunteer pipelines that support organizational growth
• Promote volunteer opportunities through community engagement initiatives

Volunteer Onboarding and Training

• Process volunteer applications in a timely manner
• Coordinate volunteer interviews and placement
• Facilitate volunteer orientation
• Ensure completion of safeguarding training
• Coordinate required background checks
• Provide technical assistance throughout the onboarding process
• Educate volunteers regarding the mission, values, and services of SVdP

Volunteer Engagement and Retention

• Develop initiatives that increase volunteer satisfaction and retention
• Conduct volunteer satisfaction surveys
• Analyze volunteer engagement data and identify trends
• Coordinate volunteer appreciation and recognition events
• Publish volunteer newsletters and communications
• Address volunteer concerns promptly and professionally
• Foster meaningful volunteer experiences that encourage long-term involvement

Database and Records Management

• Maintain accurate volunteer records
• Track volunteer hours
• Produce reports regarding volunteer participation
• Maintain confidential volunteer information
• Ensure documentation is complete and accurate

Community Partnerships

• Build collaborative relationships with businesses, schools, churches, and community organizations
• Develop meaningful group volunteer opportunities
• Educate community partners regarding SVdP’s mission and services
• Serve as an ambassador for volunteer engagement throughout Dane County

Compliance

• Ensure volunteer records remain accurate and confidential
• Coordinate required background screenings
• Ensure safeguarding training compliance
• Maintain compliance with organizational policies and applicable laws
• Protect confidential client and volunteer information

Perform other duties as assigned to support organizational operations

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

MINIMUM QUALIFICATIONS:

Education: Bachelor’s degree in human services or related field. Equivalent experience may be considered.

Experience:

• Minimum 2-3 years of experience coordinating volunteers, employees, community programs, or customer service operations
• Experience planning events or coordinating projects
• Experience maintaining databases and records
• Strong organizational and communication skills

Licenses/Certificates: Valid driver's license required

Technology/Equipment:

• Proficiency in Microsoft Office Suite
• Google Workspace
• Volunteer management software or databases
• Scheduling software
• Virtual meeting platforms

PREFERRED QUALIFICATIONS:

• Experience working within a nonprofit organization
• Experience managing large groups of volunteers
• Experience building community partnerships
• Knowledge of volunteer engagement best practices
• Experience with volunteer management systems

PHYSICAL AND MENTAL DEMANDS/QUALIFICATIONS:

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. While performing the duties of this job:

• The employee is frequently required to stand, walk, talk and hear, and use hands to finger, handle, or touch objects, tools, or controls.
• The employee must regularly lift and/or move up to 20 pounds without assistance, and occasionally lift/move up to 50lbs with assistance.
• Travel between work areas and community locations.
• The employee must be able to follow instructions and work autonomously on assigned job duties
• The employee must have a valid driver's license
• This position regularly works outdoors in all types of weather conditions
• Work independently while managing multiple priorities

WORKING ENVIRONMENT:

Work is performed in office, warehouse, food pantry, and community settings. The food pantry and warehouse working environment may contain dust, debris, or allergens commonly associated with all manner of donated goods. Certain areas of the warehouse are only partially climate-controlled.

NON-DISCRIMINATION POLICY:

The District Council of Madison, Inc., Society of St. Vincent de Paul does not and shall not discriminate in our employment, services and volunteerism on the basis of age, race, color, disability, marital status, sex, sexual orientation, national origin, ancestry, arrest record, conviction record, military service, or use or nonuse of lawful products off the employer’s premises during non working hours, or any characteristic protected by applicable local, state and federal law. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers and vendors. Although the District Council of Madison, Inc., Society of St. Vincent de Paul does not generally consider religion in either hiring or the services it provides, because we are a Catholic charity, requiring liaison with the Catholic Church and its members, certain positions involving such liaisons are reserved for members of the Catholic Church. The District Council of Madison, Inc., Society of St. Vincent de Paul reserves the right to consider whether the conduct reflected in a criminal conviction demonstrates an incompatibility with the responsibilities of the specific job for which an applicant is applying

EQUITY:

St. Vincent de Paul has a vision for a deeply inclusive environment for our membership, staff, and volunteers. To foster a culture of belonging while providing equitable service delivery above and beyond Equal Opportunity requirements, SVdP candidates must be committed to cultural competency growth and work within diverse teams. SVdP is an Equal Opportunity Employer.

FULL-TIME JOB BENEFITS

• Medical, dental, and vision insurance options
• Employer-paid long-term disability and term life insurance
• Voluntary short-term disability and life insurance coverage available
• Employee 403(b) retirement savings plan and an employer-sponsored SEP-IRA
• Employee assistance program
• Generous paid time off (PTO) and paid sick time off