Volunteer & Special Events Coordinator

Rancho Cielo • Salinas, CA

25d • $31 - $39 • Hybrid

About The Position

Rancho Cielo is a non-profit organization dedicated to transforming the lives of underserved and at-risk youth by providing education, vocational training, counseling, and life skills development. In partnership with John Muir Charter School, we support students in earning their high school diploma while preparing them for success in their careers and lives. The Volunteer & Special Events Coordinator is responsible for leading Rancho Cielo’s volunteer engagement efforts and coordinating fundraising, community engagement, and donor stewardship events. This position recruits, places, trains, supports, and recognizes volunteers while also overseeing event planning, logistics, committees, vendors, registration, and day-of execution. Working collaboratively with staff, donors, sponsors, volunteers, businesses, and community partners, the Coordinator helps create meaningful volunteer experiences and successful events that advance Rancho Cielo’s mission and fundraising goals.

Requirements

• Strong organizational, planning, project management, and time management skills, with close attention to detail.
• Excellent interpersonal, verbal, and written communication skills.
• Experienced with volunteer, donor, community, or event engagement.
• Ability to manage multiple priorities, anticipate needs, and adapt to changing circumstances.
• Self-directed, collaborative, and comfortable working across departments and with diverse community stakeholders.
• Creative problem-solving and strategic thinking skills.
• Proficient in Microsoft Office and comfort using CRM systems and other computer/internet applications.
• Valid driver’s license and reliable transportation for off-site meetings, events, and volunteer activities.
• Availability for occasional evening and weekend assignments.
• Ability to lift and carry event or volunteer materials weighing up to 25 pounds.

Responsibilities

• Collaborate with the Director of Philanthropy, program staff, and administration to identify current and future volunteer needs.
• Recruit volunteers by building relationships with businesses, industry groups, service organizations, volunteer centers, educational institutions, and community partners.
• Interview prospective volunteers to identify their skills, interests, availability, and appropriate placement opportunities.
• Coordinate with HR regarding required volunteer screening and background checks and state-mandated reporter training.
• Maintain accurate and current volunteer records, skills, placements, and hours in the organization’s CRM.
• Identify meaningful volunteer opportunities throughout Rancho Cielo and match volunteers with appropriate assignments.
• Develop and maintain written descriptions of volunteer assignments and expectations.
• Onboard, orient, and train volunteers.
• Monitor volunteer placements and make adjustments as needed to ensure successful experiences for volunteers and staff.
• Evaluate volunteer participation and experience through surveys, feedback, and other appropriate methods.
• Manage volunteer timesheets and hour tracking and prepare annual reports regarding volunteer participation and total hours contributed.
• Develop and implement volunteer recognition efforts throughout the year, including an annual Volunteer Recognition Day.
• Collaborate with the Marketing Team on volunteer recruitment and engagement campaigns.
• Partner with programming and academic teams to support service-learning opportunities.
• Identify opportunities for continued engagement, including philanthropic support when appropriate.
• Plan and execute Rancho Cielo's fundraising, donor stewardship, volunteer, and community engagement events.
• Coordinate and support special events and fundraising activities, including Rancho Cielo’s signature events such as the Annual Culinary Round Up (CRU) and Veggie Box Fundraisers.
• Develop event plans and strategies that support fundraising goals and organizational objectives.
• Develop and manage event timelines, budgets, task lists, and post-event evaluations.
• Coordinate event logistics, including venues, catering, audiovisual needs, equipment, vendors, and other event services.
• Ensure appropriate permits, insurance, safety protocols, and other event-related requirements are addressed.
• Work with the Marketing Team to promote events across appropriate communication channels.
• Collaborate with development staff to support sponsor recognition, stewardship, and fulfillment of sponsorship benefits.
• Recruit event committee members, serve as the primary staff liaison throughout the planning process, and support volunteer committee leaders by coordinating meeting materials, communications, and even planning activities.
• Manage event-related correspondence, including invitations, confirmations, reminders, and follow-up communications.
• Coordinate volunteer staffing for events, including determining needs, recruitment, placement, instructions, scheduling, and day-of support.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED