Program Coordinator, Volunteer Engagement

Oregon Humane•Portland, OR

5d•$24 - $26•Onsite

About The Position

The Coordinator, Volunteer Engagement provides daily operational and administrative support for the Portland volunteer program. This role is the primary owner of volunteer scheduling, onboarding logistics, communications, and database accuracy. The Coordinator ensures smooth volunteer flow, accurate scheduling, and consistent communication, and serves as a welcoming and reliable point of contact for volunteers. This position partners closely with the Supervisor, Volunteer Engagement, who leads coaching, safety oversight, and corrective conversations. The proposed schedule for this role is Wednesday - Sunday (off Monday/Tues).

Requirements

Strong organizational and administrative skills, with the ability to manage multiple tasks, shifting priorities, and detailed logistics in a fast‑paced environment.
Ability to provide warm, welcoming, and professional customer service to volunteers, staff, and members of the public.
Ability to work independently, exercise sound judgment, and maintain composure during high‑volume or emotionally charged situations.
Strong verbal and written communication skills, with the ability to communicate clearly, respectfully, and effectively with individuals from diverse backgrounds.
Ability to learn and quickly navigate volunteer management software, scheduling tools, and related digital systems.
High level of accuracy in data entry, documentation, and recordkeeping.
Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
Availability to work at least one weekend day on a regular basis, as well as evenings and holidays as needed.
One year of experience supporting adults in a volunteer, administrative, customer‑service, or community‑based environment.
Experience coordinating schedules, events, or logistics in a nonprofit, service, or operations setting.
Experience supporting volunteers or staff in a role that requires clear communication, organization, and follow‑through.
Familiarity with Oregon Humane’s programs, operations, or animal‑care practices.

Nice To Haves

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship and/or service will contribute to the Oregon Humane.

Responsibilities

Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances.
Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity.
Demonstrates an awareness of your individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning.
Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.
Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.
Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.
Communicate effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage.
Liaise with and maintain productive relationships with all stakeholders, including other departments, and donors; build mutually rewarding professional relationships inside Oregon Humane at all levels.
Leverage our best practices externally and grow Oregon Humane' reputation as a leader in the animal welfare space.
Serves as a primary point of contact for existing and prospective volunteers, providing clear, timely, and welcoming support regarding schedules, onboarding steps, program logistics, and general inquiries.
Provides day‑to‑day guidance to volunteers with warmth, kindness, and a calm, supportive demeanor.
Reinforces attendance expectations, communication norms, and role responsibilities; escalates behavior or safety concerns to the Supervisor or Manager.
Supports volunteers in understanding how their roles contribute to shelter operations and animal wellbeing.
Builds positive, service‑oriented relationships with volunteers and staff, modeling professionalism and respect.
Provides operational support to staff by helping them understand scheduling processes, volunteer availability, and how to effectively integrate volunteers into their workflow
Works with the Volunteer Engagement Data Specialist to maintain accurate volunteer records, including contact information, service hours, and shift data.
Supports volunteers and staff in navigating the volunteer database system for scheduling and shift management.
Ensures scheduling data is accurate, up‑to‑date, and aligned with departmental needs.
Provides timely updates and corrections to volunteer records to support reporting and program evaluation.
Partners with the Manager, Volunteer Engagement to foster a volunteer community grounded in respect, appreciation, and belonging, ensuring volunteers feel welcomed, supported, and connected to OHS’s mission.
Serves as a primary operational resource for volunteers and staff by providing timely information, logistical support, and clear communication regarding schedules, shifts, and program processes.
Coordinates key aspects of the volunteer lifecycle - including recruitment, application processing, onboarding logistics, orientation scheduling, documentation, and retention efforts - to ensure smooth and positive volunteer experience.
Manages weekly scheduling for recurring and stand‑alone shifts, including posting available shifts, filling last‑minute requests, and collaborating with departments to ensure adequate volunteer coverage.
As requested, supports conflict resolution by gathering information. Redirects concerns, and escalates behavior or safety issues to the Program Specialist or Manager in accordance with established procedures, documenting accordingly.
Contributes to volunteer communications by developing the weekly newsletter, moderating online groups, updating volunteer documents, and ensuring volunteers receive accurate and timely information.
Maintains volunteer spaces, ensuring they are organized, welcoming, and stocked with necessary materials, resources, and information.
Serves as primary role responsible for volunteer email inbox management.
Plans and coordinates volunteer participation in shelter events including fundraisers, adoption events, vaccine clinics, outreach programs, and other organizational activities, and provides onsite support to volunteers during events.
Collaborate with staff to identify volunteer needs for special projects and departmental initiatives, ensuring requests are clear, feasible, and aligned with program processes.
Supports recognition efforts by helping plan appreciation events, identifying volunteer contributions, and contributing to awards and other recognition activities.
Assists with the preparation and distribution of volunteer surveys and other communications to gather feedback and support continuous improvement.
Develops and refines communication methods that promote clarity, consistency, and accessibility for volunteers and staff.
Provides logistical support for volunteer orientations and trainings, including scheduling, room setup, materials preparation, and communication with participants.
Upholds safety guidelines and takes immediate action to address environmental or procedural safety concerns, ensuring volunteers have the information and support needed to work safely.
Works with animals of varying size and temperament on an occasional basis, modeling safe, calm, and appropriate handling.