POSITION OVERVIEW

Role: Volunteer Coordinator
Status: Full-Time
Area: Ministry Operations
Supervisor: VP, Operations

Position Overview

The Volunteer Coordinator is responsible for overseeing all aspects of volunteer management for God’s Pit Crew, ensuring that the organization’s volunteer program operates smoothly, efficiently, and with excellence. This role serves as a primary point of contact for volunteers and works closely with department leaders to recruit, engage, communicate with, and coordinate volunteers across all areas of ministry.

The Volunteer Coordinator manages the organization’s volunteer database, utilizing the system to streamline volunteer onboarding, engagement, communication, scheduling, and service-hour tracking. This position plays a key role in ensuring volunteer needs are identified and filled while fostering strong, long-term relationships between God’s Pit Crew and its volunteers.

Core Responsibilities

• Coordinate volunteer onboarding, communication, follow-up, and placement across all areas of ministry.
  Work closely with department leaders to identify volunteer needs and ensure opportunities are communicated and filled effectively.
• Coordinate volunteer communications and scheduling for immediate response deployments, rebuild projects, Blessing Bucket events, warehouse teams, large volunteer groups, and other ministry events as needed.
• Monitor volunteer sign-ups and ensure timely confirmation, communication, and placement.
• Track volunteer hours, service milestones, and participation throughout the year.
• Maintain consistent communication with volunteers to encourage engagement, provide updates, and foster long-term involvement.
• Provide departments with volunteer schedules, resources, information, and updates necessary to effectively utilize volunteers.
  Oversee the annual volunteer rewards program, including tracking eligibility, determining recipients based on service hours, ordering awards, and assisting with presentation at the Annual Volunteer Banquet.
• Manage volunteer apparel inventory, including t-shirts, hats, and other branded items.
• Order volunteer apparel and supplies as needed to maintain adequate inventory levels.
• Maintain organized records related to volunteer participation, rewards, apparel, and other volunteer program needs.
• Ensure volunteer processes and communications reflect the mission, values, and commitment to excellence of God’s Pit Crew.
• Perform other duties as assigned by the Chief Operating Officer or key ministry leadership.

Volunteer Engagement & Communication Expectations

The Volunteer Coordinator serves as a primary connection between God’s Pit Crew and its volunteer community. Consistent, timely, and professional communication is essential to the success of this position.

• Respond to volunteer questions, applications, scheduling needs, and other communications in a timely manner.
• Maintain clear and consistent communication with volunteers before, during, and after service opportunities.
• Proactively communicate upcoming opportunities, volunteer needs, schedule changes, and important ministry information.
• Work with department leaders to ensure volunteers receive the information and direction necessary to serve effectively.
• Follow up with volunteers following service opportunities when appropriate to encourage continued engagement.
  Build positive relationships with volunteers while maintaining appropriate professional boundaries and confidentiality.
• Handle volunteer information with discretion and protect confidential personal information.

Expectations & Accountability

• Ability to work independently while remaining accountable to the Chief Operating Officer and ministry leadership.
• Strong organizational skills and attention to detail, particularly when managing volunteer records, schedules, hours, and communications.
• Ability to manage multiple priorities, deadlines, and volunteer needs simultaneously.
• Professional and consistent communication with volunteers, staff, department leaders, and ministry partners.
• Ability to work effectively in a fast-paced ministry environment where volunteer needs and schedules may change quickly.
• Willingness to work evenings, weekends, and special events as needed.
• Professional conduct that reflects the mission, values, and public trust of God’s Pit Crew.
• Commitment to excellence, flexibility, humility, and servant leadership in all work environments.

Knowledge, Skills, & Abilities

• Proficiency with volunteer management software; Galaxy Digital experience preferred.
• Strong interpersonal and written communication skills.
  Excellent organizational, scheduling, and administrative skills.
• Ability to manage and maintain accurate databases and records.
• Experience coordinating volunteers, events, or large groups of people preferred.
• Ability to track service hours, participation, inventory, and other program data accurately.
• Ability to manage budgets and coordinate the ordering of volunteer apparel and rewards.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to maintain confidentiality of volunteer, donor, and ministry information.
• Ability to work cooperatively with staff and leadership while also taking initiative and working independently.
• A servant-hearted attitude with a genuine desire to encourage, equip, and mobilize volunteers.

Education & Experience

• High school diploma required; associate or bachelor’s degree in communications, nonprofit management, ministry, business, or a related field preferred.
• Minimum of two years of experience in volunteer coordination, event coordination, administration, nonprofit work, or a related role preferred.
• Experience with database management, scheduling, and tracking systems.
  Experience working with volunteers or large groups of people preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work evenings and weekends as required for volunteer events, ministry activities, and special programs.
• Ability to lift up to 30 lbs. as needed for volunteer apparel, supplies, inventory, and event setup.