Volunteer & Event Coordinator

Department: Development

Job Classification: Full-time (32-40 hours/weekly), Tuesday-Saturday (some evenings)

Supervisor: Director of Development

Type: Non-exempt, hourly

The Volunteer & Event Coordinator is responsible for leading all aspects of volunteer engagement, recruitment, orientation, training, and retention, while also planning and executing annual and secondary events that support the organization’s mission. This role serves as the primary point of contact for volunteers, groups, and event participants, ensuring high-quality experiences, smooth operations, and strong collaboration across departments.

• Recruit, onboard, train, schedule, and support volunteers across all organizational programs.
• Maintain accurate volunteer records, hours, and compliance documents through Volunteer Software (Volgistics)
• Develop strategies to increase volunteer engagement, retention, and recognition.
• Serve as the main point of contact for volunteer communication and coordination.

• Plan, organize, and execute annual and secondary events.
• Manage event logistics such as vendor coordination, supplies, staffing, timelines, marketing, and ticketing.
• Collaborate with the Director of Development to align event goals with organizational priorities.
• Track event budgets, expenses, and outcomes; provide post-event reporting and recommendations to the Director of Development.

• Serve as the primary point of contact for all volunteer inquiries (phone, email, walk-ins, written requests), ensuring timely responses within 48 hours.
• Develop and maintain a comprehensive volunteer recruitment, onboarding, orientation, training, retention, and recognition program.
• Maintain accurate volunteer records including policies, contracts, hours, and databases (Volgistics).
• Coordinate and facilitate at least two volunteer orientations per month, quarterly volunteer meetings, and the annual volunteer holiday party.
• Organize and oversee volunteer appreciation week, producing thank-you messages, keepsakes, and recognition materials.
• Schedule and facilitate animal-handling onboarding classes with appropriate department staff.
• Create and maintain recruitment and retention collateral (flyers, brochures, forms, website content, emails, social posts, newsletters, and thank-you letters).
• Provide monthly and annual volunteer activity reports to the Director of Development.
• Lead volunteer teams for all major events, on-site and off-site programs, clinics, food banks, and special projects.
• Collaborate with department heads (Kennel, Cat, Medical, etc.) to ensure volunteer compliance with protocols, daily needs, and departmental schedules.

• Lead and execute annual fundraising events and community off-site events.
• Manage master event calendar for the organization.
• Manage event logistics such as vendor coordination, permits, supplies, staffing, timelines, marketing, and ticketing.
• Develop event plans, schedules, run-of-show documents, and post-event reports.
• Support budgeting, tracking expenses, and maintaining accurate event records.
• Lead event set-up and tear-down; serve as a day-of point of contact to ensure smooth operations.
• Recruit, schedule, and supervise volunteers for event-related roles. Provide training, clear instructions, and support to volunteers before, during, and after events.
• Assist with event promotion, including creating content for social media, newsletters, flyers, and the organization’s website.
• Capture event photos, stories, or testimonials to support communications and donor stewardship.
• Assist with securing in-kind donations, raffle items, and point of sale items as needed.
• Represent the organization at outreach events, fairs, and presentations.

• Serve as primary point of contact for all group volunteer inquiries.
• Coordinate, schedule, and lead group volunteer activities on-site and off-site including Scout badge workshops
• Develop marketing and collateral for group volunteer programs (flyers, social posts, thank-yous).
• Communicate…