Job Description

 

Job: Volunteer and Event Coordinator

UGM considers every position one of ministry and a vital and valued part of our team. Therefore, it is essential that all employees of UGM have a personal relationship with Jesus Christ and subscribe to our Statement of Faith and Core Values. Additionally, employees must be willing to lead and/or participate in Bible study, prayer, devotions and sharing the Gospel.

 

 

SUMMARY OF POSITION: This individual oversees the Volunteer Department and special events for the UGM Center for Women and Children (CWC) by recruiting, selecting, equipping and leading volunteers throughout each department within the ministry.

 

 

DUTIES & RESPONSIBILITIES:

 

 

Key Result Area #1: Management of Volunteer Department

• Provide monthly volunteer orientation class with tours of facility.
• Conduct volunteer interviews, background checks, volunteer references and spiritual assessments within a 2-week time period.
• Volunteer placement and name badges ordered upon completion of the interview process.
• All volunteers will receive a departmental job description, general volunteer training for sign in, volunteer guidelines, and safety and emergency procedures.
• Complete 45- and 90-day volunteer assessment.
• Meet with department heads to assess volunteer needs.
• Ensure that conflict resolution is being used to resolve concerns involving volunteers and staff.
• Effectively utilize Vomo volunteer management tool to record volunteer status/info.
• Ensures an annual Volunteer Appreciation night and acknowledges volunteer life events throughout each year.
• Update and maintain volunteer ministry monthly and yearly statistics.
• Provide and schedule Core Volunteer training as needed.
• Provide all volunteers will pertinent communication, keeping volunteers updated with events, trainings and meetings.
• Will input volunteer/donor information into Virtuous.
• Coordinate Community Service work groups and church groups, for seasonal, holiday and event needs.
• Attending assigned monthly CWC and quarterly UGM staff meetings, as well as attendance at yearly UGM staff retreat.
• Participate in Development and Inter dept. volunteer meetings as assigned by Director Community Engagement
• Provide monthly activity report to Director of Women’s Ministries and Director Community Engagement first of each month.
• Email and phone correspondence will occur within 24 hours.
• Community events impacting other departments will be approved prior to agreeing to participate in them.
• Participates in program components identified by director, such as one community meeting per month.
• SMART Goals and/or WIGS (wildly important goals) are being identified and achieved.
• Submits all UGM credit card receipts and invoices in a timely manner.
• Adhere to all HR and organizational policies and procedures.
• Other assigned duties are completed satisfactorily.

 

 

Key Result Area #2: Coordination of Special Events

• Conduct and supervise coordination for assigned in-house, resident, holiday, seasonal and training events.
• Provide and coordinate set up and tear down for each assigned event.
• Supervises the maintaining and organization of the hospitality closet.
• Assists with supporting awareness of UGM/CWC through events (UGM Connect, the Annual Gathering and other assigned events).
• Provide support and assistance for CWC events and annual Gathering, Evergreen Conference, Commencement, UGM Connect, and other events assigned.
• Attend event planning and debriefs as needed.
• Effectively oversee, utilize and train residents for special events.
• Provides Special Events and general activities with strong, sufficient and qualified volunteers.
• Submit BEO’s and collaborate with kitchen team regarding events that involve food in a timely manner.

 

 

SKILLS & QUALIFICATIONS:

Committed Christian, able and willing to model servant-leadership and interested in being part of a ministry for the poor, homeless, drug addicted and mentally ill. Grounded in the Christian faith as a mature, active member of the body of Christ. In accordance with Union Gospel Mission Statement of Purpose, Statement of Vision and Statement of Faith.

• Strong Interpersonal skills - exercise compassion and discernment while modeling the teachings of Jesus Christ.
• As a unified team member, will honor the leadership, chain of command, and standards and ministry objectives of Union Gospel Mission.
• Follows UGM policy regarding addressing and resolving conflict amongst team members, volunteers, & residents.
• Know and able to communicate and embrace UGM’s cultural Core Values and their indicators. The Core Values are applied and observed.
• Computer literate (Word, Excel, Outlook, Donor, Volgistics); able to complete documents, reports and accurately record information. Willing to continue education as needed or required.
• Excellent written, verbal and instructional communication skills..
• Be a self-starter who is able to complete work with minimal oversite.
• Able to work individually or part of a team.
• Must have a teachable spirit and the ability manage multiple emotional and task related variables, listen, and make sound decisions in alignment with UGM’s purpose.
• Minimum 3 years of sobriety, if in recovery.
• Insightful, trustworthy, honest, reliable, model appropriate boundaries, and strong work ethic.
• Valid Washington or Idaho driver’s license– required.
• Yearly TB clearance – required.
• Criminal background check clearance – required.

 

 

WORKING CONDITIONS/PHYSICAL FACTORS:

Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%

• Work is primarily indoors and may require climbing three flights of stairs, sitting, standing, bending, reaching, and going from building to building - continuously.
• Requires ability to lift and /or move 10-25 lbs – frequently.
• Requires working with a diverse population, many of whom struggle with homelessness, addiction and mental illness – continuously.
• Requires a sustained level of high energy, stamina, and the ability to move about all of the facilities on a regular and ongoing basis – frequently.
• Requires the ability to hear, see, and speak clearly – continuously.

 

 

EQUIPMENT/TOOLS USED:

Computer (Word, Excel, Database, Outlook, Internet), Copier/printer, label maker

 

 

EDUCATION/EXPERIENCE:

• 2-year degree in applicable field of study, or equivalent years of experience.
• 1-2 years of experience leading, training and working with volunteers.
• Experience coordinating events and functions.

 

 

Requirement:

Union Gospel Mission is a privately funded 501 (c)3 non-profit, evangelical Christian ministry. Our designated purpose is religious, and we are a Christ-centered ministry which is dedicated to sharing the Gospel and helping the homeless and impoverished. We consider every position to be essential in the fulfillment of our ministry and Statement of Purpose. As such, each employee must have a relationship with Jesus Christ as their personal Savior and Lord. All employees must:

• Be able and willing to share the Gospel and participate in all of the ministry activities of Union Gospel Mission.
• Subscribe to Union Gospel Mission Statement of Faith and Statement of Purpose upon hire and continuously while employed.
• Adhere to Union Gospel Mission Employee Handbook.

 

 

CWC Volunteer and Event Coordinator

Expectations:

Daily

• Read and respond to emails and voicemails within one business day or less.
• Greet and engage with volunteers throughout the facility each day.
• Receive applications that have been turned in and read through them, acting on and responding within twenty-four hours.

 

 

Weekly

• Weekly event planning meetings with CWC staff and other essential volunteers/staff prior to upcoming events, delegating tasks and following up on event preparation.
• Attend 1 community per week.

 

 

Monthly

• Provide two volunteer orientations, the second and fourth Tuesday of each month.
• Email a birthday greeting to volunteers on their birthday month, on the first of each month and or reach out to volunteer if there is sickness, death, etc.
• Email new volunteers for their check-ins, after 30 days and 90 days.
• Attend the Development meeting in Spokane on the first Monday of the month.
• Attend the All-Staff meeting at the CWC on the third Wednesday every month, adding myself to the agenda of each meeting.
• Compile monthly stats at the end of each month and send them to directors.
• One-on-one meeting with CWC Director on the second Monday of each month.
• Meet with the CWC Director and Ministry Advancement once a month.
• Submit all UGM credit card receipts and invoices before the end of the month.

 

 

Quarterly

• Attend UGM All Staff meetings.
• Attend phase celebration and help support event.
• Meet with department heads to update volunteer needs.

 

 

Yearly

• Collaborate regarding annual event calendar with Director and Development Team
• Attend UGM All Staff retreat.
• Support the Ministry wide Gathering, Evergreen Conference, staff camp and Commencement as needed/assigned.
• Provide support and assistance for all CWC events specified by Director.
• Support CWC Friday Fun as assigned.
• Provide leadership, collaboration, and execution of 2 UGM Connect events (May, Nov)
• Attending all assigned trainings.
• Participate in CWC and Volunteer SWOT, supporting the ministry wide Strategic Plan and ensuring that strategic objectives are progressively achieved.
• Volunteer dept. SMART WIGS (Wildly Important Goals) are identified and have a date to be completed by.

 

 

General

 

 

• Incoming volunteer applications: turn in $10 background check fee to Spokane, email references, submit background checks, email volunteer to schedule an interview.
• Interview volunteers as they are scheduled.
• Send new volunteer information to appropriate department head for them to schedule an interview.
• Connect with department heads on their needs for volunteers and openings they may have.
• Follow up with department heads within 4-5 days if they haven’t reported back on new volunteer.
• Follow-up to ensure staff are training and empowering new volunteers in check-ins.
• Order new volunteer name tags and add them to Virtuous Volunteer when a volunteer is placed.
• Email dept head and new volunteer their information to clock in/out
• Ensure that volunteers and staff are utilizing Vomo appropriately.
• Cast vision with staff about the importance of volunteers at UGM – especially at Staff Meeting
• Visit with staff, encouraging and challenging them to engage their volunteers.
• Work with service groups, collaborating with assigned department heads to provide positive experience for the volunteers.
• Participate in the overall Development Team effort, ensuring the Donor Journey is well maintained and meet monthly with the Volunteer team.
• Yearly, plan and execute volunteer appreciations.
• Update the volunteer openings list and print out for perspective volunteers.
• Prepare for and execute events, for example, purchase décor, assign tasks to staff/volunteers, hold meetings, send BEO a minimum of 2 weeks prior, debrief after the event, etc.
• Address all volunteer concerns and/or conflict within five business days.
• Support CWC Director to meet the needs of the house as assigned.
• Maintain hospitality closet and order supplies as needed.
• Conduct tours if Ministry Advancement Coordinator not available

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