Volunteer Program Manager

Website Second Harvest Food Bank Santa Cruz County

ABOUT THE ORGANIZATION
Come join Second Harvest Food Bank of Santa Cruz County! We are the first food bank in the State of California, and the second in the nation. We pride ourselves in providing 10 million pounds of food annually to over 65,000 people per month through our network of 150-member agencies and programs. We believe that a thriving community is one where everyone has access to nutritious food to support their health and wellbeing. Our team is dedicated to inspiring and supporting our community to provide nourishment for all community members.

Second Harvest seeks to attract and retain a diverse workforce that brings a broad range of perspectives and experiences to our work. We value lived experience alongside learned experience and we encourage you to apply, even if you don’t believe you meet every one of our qualifications. We welcome applications from all qualified individuals, including applicants with a criminal history.

About the position:

Working with about 4,000 individual volunteers annually, the Volunteer Program Manager (VPM) holds primary responsibility for a comprehensive volunteer program for high school students, college students and adults, in addition to corporate and community groups. Working in collaboration with the Operations and Programs teams, the VPM takes a strong role in creating and adapting volunteer opportunities that meet the demands of our various operational and programmatic needs, while also ensuring a robust and rewarding experience for volunteers.

REPORTS TO: Chief Human Resources Officer (CHRO)
SUPERVISES: Volunteers

Volunteer Management (30%)

  • Schedule, coordinate, and ensure appropriate number of volunteers are scheduled to complete packaging of food boxes based upon community needs and distribution schedule.
  • Greet and orient daily volunteers at Second Harvest; providing an engaging experience to all who come.
  • Connect volunteers with staff and programs needing volunteer support; ensuring volunteers receive appropriate training from their functional supervisor.
  • Respond in a timely fashion to requests for volunteer hour verifications from volunteers doing school or court-mandated hours.
  • Provide technical assistance to volunteers attempting to register or cancel their shifts.
  • Address complaints and resolve problems involving volunteers.
  • Act as a liaison between volunteers and staff.
  • Communicate with volunteers who are not meeting job requirements and address performance issues promptly.
  • Coordinate with Food Bank staff to identify volunteer opportunities that further programmatic goals and support participants’ needs.
  • Work with Operations and Programs staff to continually assess and adapt our volunteer opportunities to ensure they are meeting both organizational and volunteer needs.
  • Vision, pilot and implement necessary program changes.

Volunteer Experience (25%)

  • Serve as the primary point of contact for volunteers at the Food Bank to ensure all volunteers have a positive experience.
  • Regularly solicit and analyze volunteer feedback for areas of possible improvements.
  • Steward relationships with Second Harvest’s community of volunteers through volunteer appreciation events and engagement activities. Implement volunteer retention strategies.
  • Work with food bank staff to ensure that the volunteer experience is consistent with food bank goals and expectations of quality.
  • Lead planning for our annual Volunteer Appreciation event.
  • Manage the Volunteer Hospitality Area – ensuring it is always clean and well stocked.
  • Prepare light refreshments for volunteers from a rotating menu.

Recruit Volunteers for Second Harvest (25%)

  • Recruit volunteers through a combination of digital and in-person outreach.
  • Proactively seek opportunities to speak to community groups (i.e., corporations, schools, faith communities, service clubs and organizations) regarding volunteer opportunities at Second Harvest.
  • Respond to requests from corporate or community groups looking for volunteer experiences or projects.
  • Regularly identify organizations for potential engagement and work with the Development team to coordinate efforts as necessary.
  • Maintain Second Harvest’s volunteer calendar and website with information about upcoming volunteer shifts; ensuring it is accurate and user-friendly.
  • Promote Second Harvest and volunteerism by regularly attending relevant community events.
  • Expand and grow our Team-Building Program for corporate and community organizations by making recommendations, piloting and implementing improvements.
  • Provide tours when Development staff are not available.
  • Lead occasional workshops and activities for groups to help them deepen their understanding of food banking and food insecurity.
  • Collaborate with the Development team to identify opportunities to convert volunteers to donors (and vice versa).

Reporting and Storytelling (10%)

  • Responsible for tracking and reporting volunteer hours in Volunteer Hub.
  • Coordinate with the Marketing staff to send out a monthly volunteer newsletter.
  • Develop and maintain the food bank’s volunteer manual and all other literature pertinent to volunteers.
  • Prepare volunteer reports and materials according to established deadlines.
  • Document volunteer stories to help spread awareness and support for the food bank and its volunteer program.
  • Guarantee adequate records for volunteers are securely maintained and up to date.

Other (10%)

  • Acts as the primary point of contact for outside groups interested in renting our community room: manages conference room calendar, coordinates with Finance to ensure liability insurance certificates are received and room rental fees are received.
  • Serves as the primary backup for the Receptionist / Hotline Coordinator. On days or times when the Receptionist is out of office or otherwise unavailable, the VPM answers the Community Food Hotline, responds to visitors and walk-ins, ensures outgoing mail is taken out, and certifies the Daily Cash Receipt Log entries for incoming mail.
  • Ensures the Receptionist is fully cross-trained so s/he can serve as the primary backup for the VPM; covering volunteer inquiries calls and walk-ins when the VPM is on lunch break or out of office.

QUALIFICATIONS:

Education and Experience:

  • 2-3 years of experience leading a similarly sized volunteer program; or equivalent work.
  • Strong background in volunteer stewardship, management, and recruitment.

Knowledge/Skills/Ability:

  • Skilled public speaker (whether it’s tabling at a community event, stopping by a local business, or giving a tour); comfortable presenting to groups of all sizes and demographics; able to communicate an inspiring vision of volunteering at Second Harvest
  • Excellent written and verbal communication skills; whether it’s writing newsletter, emailing with large corporations, or answering volunteer questions over the phone.
  • Strong organizational skills with the ability to handle multiple tasks and drive them to completion by deadline; able to execute on the nitty gritty details while still keeping your eye on the bigger picture.
  • Skilled at creating engagement and understanding what kind of volunteer recognition is meaningful to different people.
  • Communicates effectively and respectfully with people from different racial, ethnic and cultural groups and/or different backgrounds and lifestyles; demonstrates a knowledge of and sensitivity to their needs.
  • Skilled at balancing the needs of the agency and volunteers to match volunteers with the right placement.
  • Able to work productively in an unstructured environment with frequent interruptions; thrives in a fast-paced environment and can handle the unexpected with a sense of humor and grace under pressure.
  • Excellent problem-solving skills; ability to juggle multiple (sometimes competing) needs and finding a solution. This can include managing challenging interactions with members of the public and volunteers.
  • A strong eye for innovation and process improvement; you enjoy the process of conceiving, testing, and piloting new volunteer initiatives.
  • Experience with the MS Office Suite, particularly Excel. Experience with Teams a plus.
  • Database management experience, (Volunteer Hub a plus).
  • Knowledge of Santa Cruz County preferred.
  • Bilingual (Spanish) required. Bicultural preferred.

Additional Requirements

  • Must have access to a motor vehicle, as well as valid auto insurance coverage.
  • Must have a valid California Driver’s License and a satisfactory driving record, as documented by a current MVR (will be obtained by the Food Bank’s insurance carrier).
  • It is the responsibility of all SHFB personnel to participate in our Food Safety/Food Defense programs.
  • Demonstrate ethical business practices, in conformance with all state and federal laws and regulations.
  • Commitment to serving vulnerable populations and ending hunger in Santa Cruz County
  • Demonstrate full adherence to the Code of Conduct and all policies/procedures related to compliance.
  • Adherence to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, program, billing, and documentation standards.
  • Ability to meet the following physical requirements with or without reasonable accommodation:
    • Able to hear conversations on the phone and in-person. The person in this position frequently communicates with volunteers who walk in or call; must be able to exchange accurate information in these situations.
    • Must be able to sit at a desk or in a vehicle for long periods of time to perform certain job functions.
    • Be able to read, write, and interpret written reports, documents and manuals.
    • Able to safely lift or carry items weighing up to 20 pounds.
    • Bi-manual dexterity and able to use a computer keyboard.
    • Frequent standing and sitting throughout the day.
    • Occasionally works in outdoor weather conditions.
    • Use hands to manipulate, handle, feel, and control items or equipment, including laptop computer and motor vehicle.
    • Climb up or down stairs.
    • The person in this position needs to frequently walk throughout the facility and warehouse, and to outreach and tabling sites.
  • Given the front-line nature of our work, there will be instances where staff are required to work a flexible schedule in order to respond to community needs. Advanced notice will be provided.
  • In instances of a federal, state or locally declared emergency, Second Harvest is considered an essential service and emergency responder; all its employees may be called in to perform regular or emergent duties.

STANDARD WORK SCHEDULE: The regular schedule for this position is Tuesday-Saturday from 8:00-5:00pm. (Sundays and Mondays off).

WORKSITE: 800 Ohlone Parkway, Watsonville, CA 95076

WORK FROM HOME: Not Eligible

JOB DETAILS: This is a full-time, regular, non-exempt position with an hourly rate of $28.68 – $31.23; DOE

BENEFITS: For the employee: free dental and vision insurance (shared cost for dependents). Free life, long-term disability and AD&D insurances. Shared cost medical insurance. Eligibility begins on the first of the month, after 30 days of employment (i.e. if you are hired June 20th, you are eligible starting August 1st). This benefit package is valued at an average of $10,700/year.

  • First year: 15 vacation days, 12 sick days, and 10 holidays.
  • 403(b) Retirement Plan: Second Harvest matches employee contributions up to an annual cap.
  • Employee Assistance Program

TO APPLY: Please submit cover letter and resume by 4/19/24 at www.thefoodbank.org/careers
CLOSE DATE: 4/20/2024

EOE STATEMENT
Second Harvest is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Second Harvest will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Second Harvest is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

To apply for this job please visit www.thefoodbank.org.

Nonprofit Connection Santa Cruz County is a 501(c)3 corporation, Federal Tax ID# 87-2130376

PO Box 1894
Soquel, CA 95073

Nonprofit Connection SCC © 2021