Fighting Hunger. Sustaining Hope.

Volunteer Scheduling Coordinator

The Volunteer Scheduling Coordinator is tasked with maintaining adequate volunteer staffing as appropriate for each day, department, and route, and providing assistance to the Volunteer Program Manager. This role is vital to the day-to-day operation of the program, ensuring sufficient staffing for all volunteer positions. 

Essential Functions:  Communications: Communicate with supervisors/drivers to determine volunteer needs. ~ Communicate with Warehouse Lead and Operations Manager when appropriate regarding truck or distribution volunteers. ~ Arrange for substitutes when necessary. ~ Inform supervisors and drivers of changes to staffing. ~ Schedule short-term volunteers, including students, community service, etc. ~ Schedule volunteer groups. ~Recruit volunteers for special events, including golf outings, Scouting for Food, Postal Carrier Food Drive, Back to School Fair, Cans for Cake, Pacesetter race, Santa Scamper event, etc. ~ Recognize truck volunteer birthdays and anniversaries.

Volunteer Support: Participate in orientations along with Volunteer Engagement Manager. ~ Assist in placing volunteers in meaningful, effective roles. ~ Train new volunteers if needed. ~ Provide positive and corrective feedback. ~ Support client in-take function by assisting volunteers in those areas. ~ Fill in for volunteers only as needed. ~ Assist with the annual volunteer appreciation dinner and other volunteer appreciation efforts.

Clerical: Keep track of volunteer sign-outs and update Outlook calendars. ~ Utilize Get Connected (Volunteer Fox Cities). ~ Ensure database accuracy including entering new volunteers, change of status, and change of assignment. ~ Track volunteer hours or arrange volunteers to complete the task. ~ Print monthly sign-in sheets. Maintain volunteer recruitment forms including fliers, applications, sign-in and sign-out sheets, group records, orientation packets, etc.  

Required Skills:

  • Effective written and oral communication
  • Ability to work independently with minimal supervision
  • Proficiency in Microsoft Word, Excel, Power Point, and Outlook
  • Ability to prioritize tasks
  • Positive attitude
  • Ability to work with a variety of personalities
  • Excellent customer service and written/verbal communication skills, including public speaking 

Desired but not required:

  • Bachelor’s degree in human services, communication, sociology, HR, or related field.
  • Directly applicable experience
  • 1-2 years database experience including report generation  

Term of Employment: Part-Time (25 hrs / wk). Monday - Friday AM and Monday PM.  

To apply, please send resume to Monica Clare at

For printed version of job description, click on this link.

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