Community Engagement & Operations Coordinator

Porchlight, Inc.•Madison, WI

9d•Onsite

About The Position

The Community Engagement & Operations Coordinator coordinates Porchlight’s volunteer program, in-kind donations, community partnerships, routine communications, and internal technology and telecommunications support. A primary focus is developing and maintaining relationships with community organizations and service providers that can offer onsite services and resources to guests at the Men’s Shelter. The Coordinator is the primary contact for people and groups interested in volunteering and for individuals and organizations making in-kind donations. The role coordinates volunteer orientation, placement, schedules, and recognition; donation receipt and distribution; and accurate records for reporting, grants, and audits. The Coordinator also develops partnerships that provide services and resources at the Men’s Shelter and coordinates the scheduling and logistics of onsite services. Other duties include making routine website updates, preparing email newsletters and other electronic communications, assisting with mailed fundraising appeals, and providing limited logistical support for selected events. The Coordinator is Porchlight’s first point of contact for routine staff technology and telephone issues, troubleshoots problems when possible, coordinates vendor support, tracks issues through resolution, and manages equipment setup, inventory, and related documentation. The position also assists with special projects and other duties as assigned by the Executive Director. The role works collaboratively with program and administrative staff and builds positive relationships with clients, employees, volunteers, donors, vendors, and community partners. It requires independent work, sound judgment, confidentiality, respect for Porchlight’s diverse community, and adherence to organizational policies and professional boundaries. The position is based at 4 South Blair Street, Madison, Wisconsin, and is full-time at 40 hours per week. The schedule is primarily Monday through Friday, with occasional evening and weekend hours as needed. The starting wage is $25.00 per hour, paid biweekly.

Requirements

At least two years of experience in volunteer coordination, community engagement, nonprofit administration, communications, office coordination, information technology support, or a related field.
Strong interpersonal skills and ability to develop positive relationships with volunteers, donors, businesses, community organizations, service providers, vendors, and staff.
Excellent written and verbal communication skills.
Strong organizational skills and ability to manage multiple projects and priorities.
Strong computer skills, including Microsoft Office/Microsoft 365, and ability to learn website content management, email communication, telephone, and other technology systems.
Ability to troubleshoot routine computer, printer, software, and telephone issues and communicate more complex technical problems effectively to outside vendors.
Ability to follow technology and telephone service issues through to resolution.
Ability to maintain accurate records, spreadsheets, documentation, and reports.
Ability to work independently and exercise sound judgment with limited supervision.
Ability to occasionally work evenings or weekends for volunteer activities, community partnerships, or special events.
Valid driver’s license and reliable personal vehicle with current automobile insurance for work-related travel and transporting donations and supplies.
Sincere respect and empathy for individuals experiencing homelessness, poverty, disabilities, and other barriers.
High ethical standards and commitment to confidentiality.
Adherence to Porchlight policies, procedures, codes of conduct, attendance requirements, technology-use policies, and professional boundaries.

Responsibilities

Serve as the primary contact for individuals and groups interested in volunteering; respond to inquiries and provide information about opportunities.
Coordinate volunteer orientation, placement, schedules, and communication, working with program staff to match volunteers to current needs.
Maintain volunteer records, hours, procedures, and position descriptions, and coordinate volunteer recognition and appreciation activities.
Serve as a primary contact for individuals, businesses, and organizations making in-kind donations; coordinate receipt, distribution, delivery, acknowledgment, and follow-up.
Maintain current information about donation needs and accurate donation and donor records and documentation for organizational reporting, grants, and audits.
Identify and develop community partnerships that provide onsite services, programs, educational opportunities, and resources to guests at the Men’s Shelter.
Coordinate scheduling and logistics for onsite services, serve as the primary contact for participating organizations, and work with shelter staff to identify service gaps and partnership opportunities.
Maintain records of community partnerships and onsite services as needed for reporting.
Make routine additions, corrections, and updates to Porchlight’s website and ensure information is accurate and current with program and administrative staff.
Monitor website volunteer and donation inquiries and ensure timely follow-up.
Prepare and distribute email newsletters and other electronic communications; assist with mailed fundraising appeals and other routine communication materials.
Serve as the first point of contact for staff technology and telephone issues; troubleshoot routine problems and coordinate outside technical support when needed.
Coordinate with technology and telecommunications providers regarding troubleshooting, service calls, installations, repairs, outages, and other needs.
Track technology and telephone issues through resolution, following up with staff and vendors.
Set up computers, phones, printers, email, and other equipment; coordinate telephone extensions, voicemail, and service changes.
Maintain an inventory of technology equipment and coordinate replacement, reassignment, disposal, and e-waste recycling.
Coordinate technology and telecommunications needs related to staff moves, new locations, and facility changes; provide basic staff assistance and training.
Maintain documentation regarding technology equipment, vendors, services, and accounts.
Provide limited logistical support for selected Porchlight events, especially volunteer, donation, community partner, and event-material coordination.
Assist with special projects and perform other duties consistent with the position as requested by the Executive Director.
Collaborate with program and administrative staff, communicate effectively, maintain positive working relationships, work independently, prioritize responsibilities, and participate in organizational planning and implementation as appropriate.
Treat clients, employees, volunteers, donors, and visitors with care, kindness, respect, and dignity; support an environment that values diversity and maintain confidentiality and professional boundaries.
Travel between Porchlight locations, transport donations and supplies, and undertake other work-related travel as needed.