Coordinator, Volunteer & In-Kind Donations

Union Station Homeless Services•Pasadena, CA

3d•Hybrid

About The Position

The Volunteer and In-Kind Coordinator is responsible for managing general volunteer inquiries, ensuring accurate data entry and management of the Rosterfy database, and serving as the main point of contact for Adopt a Meal groups. This role requires a confident communicator who thrives in direct, independent interactions with volunteers and is comfortable engaging with new people via email, phone, and in person. The ideal candidate must be eager and willing to be present at program sites, working closely with individuals experiencing homelessness to support volunteer efforts and organizational goals.

Requirements

Outstanding computer skills, including MS Office programs (Word, Excel, Gmail, Publisher, Windows) and knowledge of relational database systems.
Proficient with office communication equipment and machines (telephone, copier, calculator, fax machine, personal computer, and scanner).
Proficient data entry skills preferred.
Ability to produce detailed and accurate reports.
Positive, friendly personality with exceptional comfort and confidence engaging new people via email, phone, and in person, including individuals experiencing homelessness.
Strong oral and written communication skills, with the ability to independently manage volunteer interactions.
A conscientious self-starter with excellent attention to detail, high level of concentration, and ability to coordinate multiple projects and deadlines with minimal supervision.
High level of self-confidence, professionalism, and the ability to perform under pressure and make sound decisions in both office and onsite environments.
Must possess a valid California driver’s license and be willing to utilize a personal vehicle to travel to program sites as needed.
Proficiency using Rosterfy (or similar) database system, preferred.
Genuine enthusiasm for volunteerism and comfort working directly with diverse populations at program sites.
AA degree or equivalent experience; BA preferred.
Two years of experience providing administrative support or volunteer coordination, preferred.
Past experience as a volunteer required.

Nice To Haves

Proficiency using Rosterfy (or similar) database system
BA preferred
Two years of experience providing administrative support or volunteer coordination

Responsibilities

Oversee ongoing, accurate organization, volunteer orientation, placement, administration, recordkeeping, reporting, and scheduling.
Independently manage general communication with volunteers, in-kind donors, and volunteer-related committees, confidently addressing inquiries and building relationships via email, phone, and in-person interactions.
Serve as the primary contact for the USHS Adopt A Meal program, providing regular communication with volunteers, on-site greetings, and tours for AAM groups.
Lead recruiting efforts for the Adopt-a-Meal program, leveraging strong interpersonal skills to connect with new individuals and groups.
Represent USHS by presenting at service fairs, company events, other institutions, and providing tours of USHS facilities for prospective volunteers, in-kind donors, and other groups, as needed, with a welcoming and engaging presence.
Assist with USHS Volunteer orientations, ensuring clear and confident delivery of information.
Create assignments and project opportunities for individuals and groups, collaborating directly with volunteers to meet their needs and organizational objectives.
Manage the tracking, placement, and progress of volunteers into positions, maintaining proactive communication throughout the process.
Maintain and manage the volunteer database (Rosterfy or similar) to ensure accuracy.
Maintain calendars for the Volunteer department.
Act as the volunteer contact at all USHS events (e.g., Thanksgiving meal service), demonstrating comfort and enthusiasm in onsite engagement.
Oversee and lead volunteers during events and volunteer programs, providing hands-on support and direction.
Contribute to volunteer email blasts with clear and effective messaging.
Accurately report and record volunteer hours for all committees, volunteer groups, individuals, and more.
Assist with the intake and processing of in-kind donations
Assist with maintaining an accurate inventory of in-kind donations
Provide daily, or as needed, organizational support of storage areas
Support with donation pickups and drop-offs, as needed
Research, identify, and cultivate prospective in-kind donors
Coordinate logistics for donation pickups and deliveries, as needed
Establish and maintain positive relationships with potential and existing in-kind donors
Maintain and manage accurate records of in-kind donors
Assist in writing letters, memos, and forms within the Volunteer and In-Kind program.
Maintain confidentiality of privileged and sensitive personnel and volunteer/in-kind-related material.
Represent the department and organization at public events, as needed, with a confident and approachable demeanor.
Coordinate interviews with volunteer applicants, engaging directly with candidates to assess fit.
Other duties as assigned.