Volunteer Experience Manager

Company: United Way Worldwide
Location: Orlando
Posted on: September 21, 2023

Job Description:

Overall Purpose of this Role: Reporting to the VP, Donor and Volunteer Engagement, this position will serve as a lead volunteer manager for corporate, community and large-scale volunteer activities as assigned. In execution of duties, this position will require an extensive amount of time collaborating with internal teams, designing and managing service projects, supporting large-scale events, supporting staffing for fundraising events and making presentations that provide a rewarding and inspiring experience to every donor and volunteer with every interaction to connect them to the work of Heart of Florida United Way.Key Accountabilities:EVENT MANAGEMENT--- Design, implement and enhance custom engagement opportunities and events in support of HFUW donor segments including Business Partners, Impact Groups and other identified donor prospects.--- Manage coordination of volunteer events from concept to on-site implementation, including quote/proposal development, materials preparation, host site identification and communications, and post event communication.--- Act as the primary lead during private group activities, Week of Action or Alternative Spring Break and similar, or zone lead on-site during large scale events including Thanksgiving Project, Community Baby Shower, Share the Love and similar. --- Proactively assist Resource Development in driving revenue goals by pitching volunteer support services and coordination to new companies, new market segments, etc.--- Conduct research to explore host location and vendor options for volunteer events, stay up-to-date on volunteering trends and best practices through community outreach, event attendance, and participation in education activities of nonprofits/vendors.--- Work with vendors and venues to secure estimates, negotiate prices and execute proposals, develop in-kind partnership proposals where applicable.--- Review invoices for accuracy and acquire approval for payment. Must be comfortable making recommendations for adjustments to benefit the organization and event budget overall. Confirm receipt of payment from or to HFUW consistently.--- Work with resource development and marketing teams to track volunteer event sponsors where applicable, ensuring all needs are met and communicated.--- Monitor, track and report return on investment both monetary and relationship building for volunteer events. Utilize past event data for a cost benefit analysis to support future budget development and strategy.--- Maintain records of all volunteer event aspects including budget summary and departmental updates are updated regularly.--- Provide input on copy and design specifications for evites, printed materials and post event recognition as needed.--- Work with experiences and engagement teams to review scheduled and requested events and troubleshoot potential challenges/conflicts. Conduct event evaluations in order to determine how future events could be improved, including input from staff and overall evaluation.--- Communicate and ensure departmental and emergency procedures are executed when necessary. Ensures staff and volunteers are aware of procedures for all events.--- Ensure that regular, ongoing communication is happening in all areas of volunteer event operations and with organization leadership.VOLUNTEER RECRUITMENT AND RETENTION--- Prompt and professional communication to respond to inquiries and requests, generally providing outstanding customer service to current project clients and prospects.--- Actively recruit volunteers including single occurrence, on-going, and skills-based to support HFUW activities and programs.--- Ensure that accurate, up-to-date volunteer information is maintained in the database and in the volunteer management system (Golden). Use this data to communicate volunteer impact to corporate partners as needed.--- Support internal Heart of Florida United Way departments to coordinate their volunteer roles, including consulting as needed to ensure a consistent volunteer experience.--- Create service opportunities for groups visiting Central Florida seeking service projects, develop relationships with hospitality service companies to increase awareness of volunteer event planning services.--- Reviews staffing levels/roles to ensure that guest service and operational needs are met, proposes adjustments as needed relating to event staffing and volunteers.--- Develop, lead and regularly evaluate/update volunteer training programs for events. Provide consultation for internal programs on volunteer training methods and content to ensure consistent volunteer onboarding experience.GENERAL RESPONSIBILITIES--- Assist with tracking and providing analysis of evaluation metrics of events to measure the ROI, event effectiveness and alignment with strategic plan goals.--- Researches and analyzes new products, pricing and services of local nonprofits, national United Ways and other events.--- Identify and develop relationships with external partners to design and enhance our capacity to provide valuable HFUW experience through engagement programs and events.--- Works with human resources / diversity, equity and inclusion team to ensure compliance with applicable laws and regulations. Develop strategies for policy or event enhancing elements accordingly.--- In collaboration with Marketing & Communications and IT, implement business solutions for scheduling and tracking participation in activities and events in order to analyze behavior data.--- Update weekly report on activity and accomplishments, in addition to periodic status reports to the VP, including tracking volunteer time, value and in kind donations.--- Assist with any other departmental needs and serve as back up to team members as requested.--- Position includes evening and weekend events as needed.--- Provide stellar customer service to internal and external customers.--- Contribute to the overall organizational success by performing other duties and responsibilities as assigned.Attributes & Behaviors:--- Mission Focused: Create real social change that leads to better lives and healthier communities.--- Relationship-Oriented: cultivate and manage relationships toward a common goal.--- Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.--- Results-Driven: dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.--- Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of the greater network. -EDUCATION AND EXPERIENCE--- Associate degree or equivalent combination of education and experience are required. --- Two or more years event management experience preferred. Volunteer management experience directing groups of 25+ people preferred. --- Strong attention to detail required. --- Willingness and experience working in an environment requiring frequent transition from planning, facilitating to frequent manual labor.--- Experience operating a company cargo/passenger van.--- Experience with customer service required. --- Must be able to prioritize heavy workload in fast paced environment. ---- Must be personable with excellent verbal and written communications skills and be able to interact with a variety of individuals/organizations while maintaining confidentiality and professionalism. --- Excellent reading, writing, and proofreading skills. Must be able to edit, complete, and assemble spreadsheets and reports. --- Demonstrate proficiency with Windows and Microsoft Office Suite, ability to use common office equipment such as copier and fax required. ---- Prior experience working with volunteers, events and corporate clients preferred. ---- Strong public speaking and presentations preferred. --- Experience with relationship databases helpful. ---- Prior non-profit experience strongly preferred.PHYSICAL DEMANDS:Physical demands include sitting or standing for extended periods of time, bending, lifting of items weighing up to approximately 30 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier and computer. Demands also involve protracted concentration. Reliable transportation and a valid driver's license is required, ability to operate passenger van and similar vehicles. Job involves frequent interactions with internal and external customers, and routinely intense public contact. -
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Keywords: United Way Worldwide, Orlando , Volunteer Experience Manager, Executive , Orlando, Florida