Volunteer and Development Events Administrator

Position Summary

The Volunteer and Development Events Associate provides an essential function to Heritage Conservancy by interacting with the community and nurturing connections through premiere fundraising events as well as immersive, mission-related, volunteer activities.

Essential Duties and Responsibilities

Volunteer Program Administration

• Post volunteer opportunities on various platforms and networks and work cross departmentally with the Communications Department to coordinate accurate opportunity postings to the website and newsletters
• Assist with the design and drafting of volunteer specific newsletters and other outreach materials
• Implement volunteer policies and procedures, including waivers and background clearances, orientations, etc.
• Maintain accurate records of volunteers and provide reports as needed
• Manage ongoing volunteer scheduling and communicate volunteer assignments to staff and volunteers
• Maintain effective communication strategies keeping volunteers informed and engaged
• Coordinate the outreach for and scheduling of corporate workdays
• Work interdepartmentally and cross departmentally to create methods for data sharing between databases
• Generate reports of volunteer engagement, activity, impact and donor overlap
• Assist in the implementation of practices to illustrate appreciation and recognition (thank you messages, annual appreciation event, recognition, birthday cards, etc.)
• Engage in proactive strategies to increase and/or expand the volunteer program by promoting volunteer events and activities at various local community centers, universities, etc.
• When needed, arrange food, equipment, materials, etc. for workdays and coordinate volunteers during events
• Identify volunteers for next steps to further engage with other opportunities throughout the organization

Development Events Administration

• Coordinate with vendors for premiere events regarding menu, layouts and timelines, rental needs, etc.
• Coordinate with potential donors to secure auction items
  • Manage event registration process, attendee data collection, and communication.
  • Maintain accurate event data in databases, including attendee information, registration details, and post-event reports.
• Assist with the creation of in-house printed materials
• Conduct outreach, follow up and confirm volunteer support for special events
• Serve as the lead contact for all volunteers during special events

Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Database skills
• Strong organizational and project management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to work and effectively communicate cross-departmentally
• Ability to work independently and as a highly resourceful team player under pressure and within deadlines
• Ability to work with flexibility in a fast-paced environment while maintaining high work standards
• Ability to develop rapport and engender trust
• Exceptional interpersonal skills
• Discreet with sensitive information
• At least 2 years’ experience in related field
• Some development fundraising experience preferred but not required
• Willingness/Experience in public speaking

This position will require occasional evening and weekend hours.