Volunteer Program Assistant - Union Station Homeless Services

TITLE: Volunteer Program Assistant

Employment Status: Full Time

DEPARTMENT: Operations

REPORTS TO: Manager, Volunteers

Reg. Hours Worked: 40/Week , Non-Exempt

Hourly Rate: $21 to $22/ hr

Hybrid: Pasadena, CA

Benefits:

• 5 Paid Flex Days
• 13 Paid Holidays
• 12 Paid Vacation Days
• Medical, Dental, Vision Insurance
• 403b Account Match

JOB SUMMARY:

The Volunteer Assistant is responsible for general volunteer inquiries, accurate data entry and management of Volgistics database and will act as the main point of contact for Adopt a Meal groups.

SCHEDULE: Monday through Friday, 9 am to 5:30 pm. Must be available to work the day before, the day of, and the day after Thanksgiving. The winter holidays are also a particularly busy time for the department.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to the following:

• Ongoing accurate organization, volunteer orientation and placement, administration, record keeping, reporting and scheduling.
• Manage general communication with volunteers and volunteer related committees.
• Act as main point of contact for USHS Adopt A Meal program; regular communication with volunteers, onsite greeting and tours for AAM groups, calendars, etc.
• Represent USHS by presenting at service fairs, other institutions and providing tours of USHS facilities for prospective volunteer and other groups, as needed
• Assist with USHS Volunteer orientations
• Assist in creating assignments and project opportunities for individuals and groups. Assist in managing the tracking, placement and progress of volunteers into positions.
• Maintain and manage the volunteer database to ensure accuracy
• Maintain calendars for Volunteer department
• Act as volunteer contact at all USHS events
• Contribute to volunteer e-mail blast
• Accurately volunteer hour data entry for volunteers including individuals, groups and committees

Other Functions:

• Assist in writing letters, memos, and forms within the Volunteer program
• Maintain confidentiality of privileged and sensitive personnel and volunteer related material. Represent the department and organization at public events, as needed.
• Coordinate interviews with volunteer applicants
• Other duties as assigned.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

• Work indoors in temperature controlled environment and occasionally exposed to outdoor weather and driving conditions. The noise level in the work environment is usually moderate. Stand and sit for long periods of time, and move and walk to various locations.
• See, hear and speak clearly in order to give and receive information and instructions. Complex reading and writing skills, memorization skills, analytical, perceptive, comprehensive capabilities.
• Good judgment and decision-making capability.
• Ability to interact effectively with employees, clients, and members of the public. Ability to respond effectively to sensitive inquiries or complaints.
• Requires use of computer keyboard for long periods of the day.

KNOWLEDGE, SKILLS AND ABILITIES:

• Outstanding computer skills, including MS Office programs (Word, Excel, G-Mail, Publisher, Windows) as well as knowledge of relational database systems.
• Proficient with office communication equipment and office machines (telephone, copier, calculator, fax machine, personal computer, and scanner).
• Ability to produce detailed and accurate reports.
• Positive, friendly personality both on the telephone and in person. Ability to communicate effectively, both orally and in writing.
• Must be a conscientious self-starter, with excellent attention to detail, high level of concentration, and ability to coordinate multiple projects and deadlines with minimum supervision.
• Possess a high level of self-confidence, professionalism, the ability to perform under pressure and make sound decisions.
• Must possess valid California driver’s license and be able to utilize personal vehicle when needed '
• Proficiency using Volgistics (or similar) database system, preferred.
• Knowledge and enthusiasm about volunteerism

EDUCATIONS, TRAINING AND EXPERIENCE:

• AA degree or equivalent experience; BA preferred.
• Two years of experience providing administrative support or volunteer coordination, preferred
• Past experience as a volunteer required

UNION STATION HOMELESS SERVICES EMBRACES DIVERSITY

We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Committed to being an anti-racist organization and sharing the unique cultural experiences from our networks, we offer annual racial equity training, host ongoing learning experiences through our lunch n' learns, and participate in on-going mental health trainings.

We promote acceptance, respect, teamwork and fosters diversity in the workplace. We believe every individual has a story, past, and a unique set of skills that shape who we are and through this network, we can learn from each other to become better versions of ourselves personally and professionally. Through our staff-led network focusing on diversity, equity, inclusion, belonging and accessibility, we work to communicate, educate, and express diverse cultivation through our eight Diversity Networks. We are honored that the Diversity Network has been recognized as part of the Community Impact Awards presented by the Los Angeles Business Journal.

Union Station Homeless Services is an Equal Opportunity Employer