Client and Volunteer Coordinator
The Client and Volunteer Coordinator role is a hybrid (on site and remote) position that combines the administrative work for client and volunteer scheduling with work onsite during service days to provide direction to volunteers. We need a warm and effective communicator who would welcome interacting with a diverse population of adults by phone, email and in person and can do so promptly and effectively.
The coordinator will need to work flexible hours, with a small amount of time spent outside of standard office hours and days, but within the overall hours scoped out for this position. This is an hourly position expected to average 30 hours a week, with potential growth to 35-37 hours a week during the upcoming year.
The job consists of two areas of responsibility :
Volunteer Scheduling and Oversight
Use of web based volunteer management software (Get Connected by Galaxy Digital) to schedule volunteers and regularly monitor volunteer sign ups throughout the week with a goal to to achieve a 95% fill rate for all jobs/shifts by the end of the day before each shift start time.
Regularly review the schedules to determine needs, identify candidates and communicate to volunteers through the software or by phone, texts or emails.
Select and place volunteers best suited to available jobs and communicate to volunteers when their skill set or capabilities are not a match for their intended job, with a recommendation for another opportunity.
Provide information to new volunteers such that they are informed and well prepared for their volunteer experience in advance of their first shift, as well as followup after volunteering to get feedback from them.
Address gaps and last minute cancellations for any shift, on any day, and take steps to fill them independently or in collaboration with staff during service days.
Provide direction and assistance to volunteers during service days during distribution hours. Check in and greet volunteers, direct them to their jobs, and collaborate with staff to re-assign volunteers based upon volunteer needs or gaps in the schedule.
Oversee volunteer supplies needed.
Communicate promptly and professionally with potential and current volunteers to reply to questions, remedy issues, provide positive feedback and express gratitude.
Scheduling Client Appointments
Enter available appointment slots weekly using Acuity software.
Create a curated list weekly of clients to receive notice of available appointments and inform them via text or the scheduling and/or client management software with a goal to have 95% of appointments filled for each service day in advance.
Monitor appointment signups to avoid duplicate appointments and to confirm client eligibility.
Respond to client questions and/or assist clients to find available appointments using text, phone and/or emails.
Reach out to others for translation assistance, as needed.
Provide recommendations for additional client information that would assist with future appointment scheduling.
Print appointment schedules, distribute and review with staff and volunteers during the service day.
Review appointments filled/available during service day and coordinate with staff and volunteers to make adjustments, as needed.
Upon the conclusion of each service day, update Acuity software and reconcile client visits with review and/or updates to Oasis client management software.
Provide a summary of appointments filled (using excel spreadsheets or other means for staff) and lead volunteers.
Candidates for this position shall possess the following experience and attributes:
Volunteer or operational leadership in a nonprofit organization, preferably one with a mission to provide direct services to a diverse population. Alternatively, scheduling experience and/or coordination of staff in a healthcare, business, service or hospitality organization.
Proficient in the use of scheduling and/or database application software (Get Connected by Galaxy Digital, YourMarket, Oasis Insight, or equivalent).
Proficient in the use of Microsoft Office applications, Google Drive and Email.
Strong prioritization skills with the ability to anticipate and meet deadlines.
Able to work effectively in a setting that is fast moving and changing.
Communication skills that include humor, patience and/or kindness to resolve confusion.
Comfort interacting with a diverse group of people including non-English speakers.
Able to speak and write in English fluently.
Able to stand and/or walk for several hours without difficulty.
Able to comfortably and repeatedly lift 25 pounds.
Mission-driven and motivated to end food insecurity.
Able to speak and write in Spanish, Portuguese, Haitian Creole, Mandarin or Russian desired, but not required.
If you are interested in this position, please apply on Indeed.
The Centre Street Food Pantry serves clients in Newton and five neighboring Greater Boston cities. As part of our mission, we want to foster a dignified and inclusive environment for all. We seek staff who reflect and can relate the diversity of our clients and are comfortable working with people from all backgrounds.
Centre Street Food Pantry does not discriminate on the basis of race, color, religion, gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, provision of services, hiring and firing of staff, selection of board members, and recruitment of volunteers and vendors. We are committed to providing an inclusive and welcoming environment for all clients, members of our staff, volunteers, and vendors.