Substitute & Volunteer Coordinator

SLC Public Library•Salt Lake City, UT

3d•$67,000•Onsite

About The Position

The Substitute & Volunteer Coordinator plays a critical role in supporting library operations by developing and managing two distinct but complementary programs that provide essential staffing support and community engagement. This position will create a comprehensive volunteer program from the ground up while simultaneously modernizing and improving our existing substitute program through the implementation of scheduling software and enhanced engagement strategies. Working closely with the Chief People Officer, this role ensures that full-time and part-time staff receive appropriate supplemental assistance through substitute coverage and volunteer support. Important Note: The City Library is currently engaged in strategic planning, and this position, and all positions at the library, may evolve in the future to a different focus or take on an entirely different scope based on organizational needs and strategic priorities.

Requirements

Relevant job experience in community engagement, volunteer management and staffing coordination.
Self-motivated and proactive approach to work with demonstrated comfort in ambiguity, willingness to experiment with new approaches, and resilience in learning from setbacks.
Demonstrated experience in program development, project management, and coordination of multiple initiatives simultaneously.
Excellent organizational skills with proven ability to manage complex schedules, databases, and administrative systems.
Strong written and verbal communication skills, including the ability to engage diverse audiences and build relationships across all organizational levels.
Experience with scheduling software, volunteer management systems, or similar technological platforms.
Knowledge of Fair Labor Standards Act (FLSA) requirements related to volunteers, or demonstrated ability to quickly learn and apply relevant employment regulations.
Ability to work independently, exercise good judgment, and make sound decisions in dynamic situations.
Strong interpersonal skills and demonstrated commitment to equity, inclusion, and community engagement.
Intermediate knowledge of computer programs including databases, scheduling systems, and communication platforms.
Ability to work days, and occasionally nights or weekends as needed for volunteer events and program activities.
If travel is required for library purposes, must have transportation. If using a personal vehicle, must maintain state required insurance.

Nice To Haves

Experience with library and/or nonprofit operations, programs, and services.
Previous experience developing volunteer programs from inception.
Knowledge of employment law and volunteer liability considerations.
Experience implementing and managing scheduling or workforce management software.
Experience with internship programs.
Spanish language skills.
Experience with data analysis and program evaluation.
Experience working with youth volunteers, including knowledge of age-specific employment restrictions and supervision requirements.

Responsibilities

Substitute Program Management & Enhancement
Oversee and improve the existing substitute program, ensuring reliable coverage for circulation desks, information services, and patron-facing positions.
Research, select, and implement scheduling software to streamline substitute shift management, improve communication, and enhance operational efficiency.
Coordinate substitute scheduling across all library locations, working with department managers to anticipate staffing needs and ensure adequate coverage.
Recruit, screen, and onboard new substitutes, ensuring they receive appropriate training for desk operations and patron services.
Develop and maintain a substitute handbook and training materials specific to circulation, patron services, and operational procedures.
Create engagement strategies specifically for substitutes, including regular communication, recognition of service, professional development opportunities, and pathways to permanent positions.
Monitor substitute performance and provide feedback in coordination with department supervisors.
Maintain accurate records of substitute hours, assignments, and availability.
Volunteer Program Development & Coordination
Work with Chief Development Officer to identify opportunities for integrating "Friends of the Library" / Library Foundation volunteers into a new volunteer program.
Develop volunteer position opportunities and descriptions that clearly differentiate volunteer work from employee and substitute responsibilities, focusing on project-based, behind-the-scenes, and supplemental support activities.
Recruit volunteers from diverse community backgrounds, creating inclusive opportunities for civic engagement and community connection.
Establish volunteer screening, orientation, and training processes that ensure volunteers are prepared and supported in their roles.
Create engagement strategies specifically for volunteers, including recognition programs, appreciation events, skill-building opportunities, and meaningful feedback mechanisms that celebrate their community contributions.
Build partnerships with community organizations, schools, and service groups to expand volunteer recruitment and engagement.
Track volunteer hours, contributions, and impact for reporting and recognition purposes.
Manage special event volunteers and episodic volunteer opportunities that support library programs and initiatives.
Integrated Support for Library Operations
Collaborate with the Chief People Officer to strategically deploy substitute and volunteer resources in ways that best support full-time and part-time staff.
Work with department heads to understand staffing needs, identify coverage gaps, and determine appropriate use of substitutes and volunteers.
Ensure clear distinction between substitute work (desk coverage and patron services) and volunteer work (projects, programs, and support activities) in all communications and assignments.
Develop systems and processes that allow both programs to function independently while complementing each other in support of library operations.
Monitor program effectiveness and make data-informed recommendations for improvements and adjustments.
Program Administration & Compliance
Maintain compliance with all relevant employment laws, Fair Labor Standards Act requirements for volunteers, youth employment regulations, and library policies.
Ensure all background checks, screenings, and clearances are completed in accordance with library policy for positions involving vulnerable populations or sensitive responsibilities.
Develop and manage budgets for substitute and volunteer programs.
Create reporting systems to track program metrics, costs, outcomes, and impact.
Stay current with trends and best practices in substitute staffing and volunteer management in library and nonprofit settings.
Prepare regular reports on program activities, challenges, and successes for library administration.
Maintain confidential personnel records for substitutes and volunteers in accordance with applicable retention schedules and privacy requirements.
Communication & Relationship Building
Serve as the primary point of contact for all substitutes and volunteers, fostering positive relationships and addressing concerns promptly.
Develop communication channels and strategies to keep substitutes and volunteers informed, connected, and engaged with the library.
Facilitate connections between substitutes, volunteers, and regular staff to build community and shared purpose.
Represent both programs at staff meetings, community events, and partner organizations.