Charitable Advisors LLC
  • 21-Apr-2018 to 20-May-2018
  • - Gleaners’ Food Bank
  • Indianapolis, IN, USA
  • Full Time

Serves as the Manager of Group Volunteers by coordinating volunteers and assuring all needs are met during their period of service.  Focus on group (Corporate, Faith-Based, School, etc.) volunteers; but assist with individuals as needed.  Ensure that each person who volunteers at Gleaners has a positive and premier volunteer experience. Actively recruit and retain corporate groups, while implementing a strategy to transition volunteers into donors.  Collaborates with the Director and Manager of Community and Corporate Engagement to acquire and increase corporate and group philanthropy year over year.

Essential Functions and Responsibilities: 
To be successful in this role, an individual must be able to perform in a satisfactory manner the functions/responsibilities listed below.  Nothing in this description restricts the right of management to assign or reassign duties and responsibilities to this job at any time, without notice; however, Gleaners will make reasonable accommodations to enable individuals with disabilities to perform these functions.  This job description is not an employment agreement or contract.

Essential Functions:

• Manage on-site Group Volunteers
 o Responsible for providing group volunteer support for the Cynthia H Hubert Community Cupboard Food Pantry and warehouse.
 o Work with the Manager of Individual Volunteers to ensure the CHH Community Cupboard and warehouse are fully supported with volunteers.
 o Ensure the volunteer experience is easy to access, organized, meaningful to the volunteer and productive for Gleaners.
 o Implement best practices to become a model throughout the network.
 o Responsible for assisting with processing, orientation and assignment of volunteers, in consultation with the other department managers and team leaders. 
 o Provide group volunteers with presentation on work place safety, food safety procedures and demonstrations of food sorting procedures.

• Manage group and corporate volunteer recruitment and retention efforts
 o Maintain, recruit, evaluate and promote a volunteer program to ensure a diverse pool of active volunteers from the community with an emphasis on corporate groups.
 o Work with new corporate partners and civic organizations by inviting them to Gleaners for a tour of volunteers in action, a very successful tool for recruiting new volunteer and corporate partners.
 o Work with corporate partners as well as civic organizations to provide team building volunteer opportunities for their employees
 o Manage group volunteer inquiries that are submitted online or on the phone.
 o Inform the Community and Corporate Engagement team of new volunteer groups.
 o Inform the Community and Corporate Engagement team, CEO and Senior Leadership of special supporters and friends who visit/volunteer.
 o Manage the coordination of appropriate and meaningful volunteer experiences within Gleaners facility and at off-site events.
 o Maintain metrics and reporting program, to include reporting on recruitment goals, demand fulfillment, volunteer-donor status, volunteer hours of key partners, value of volunteer hours etc. Develop training and outreach materials in order to effectively conduct volunteer orientations, tours, and training sessions.
 o Identify new trends in volunteerism and actively participate in agency-wide strategic planning
 o Work with Marketing and Communications Manager to direct the execution of an effective on-line presence for volunteer activities.
 o Develop overall communication system with volunteer including, but not limited to e-mail and/or written updates on a regular basis and thank you notes/letters.
 o Work directly with the Operations Team for strategic planning of volunteer group needs.
 o Take photos of group volunteers in the warehouse and pantry.  Download photos to the Volunteer Photo File and post on Flickr or provide to the Marketing and Communications Manager to post on social media.
 o Encourage volunteers to "like/follow" Gleaners on social media sites, tell them their photos will be posted, and encourage them to post and tag Gleaners in their own pictures.
 o Execute stewardship outreach and follow-up.

• Fundraising
 o Develop a strategy to encourage volunteer groups to host fund drives prior to their volunteerism.
 o Work with the Community and Corporate Engagement team to develop a strategy to encourage volunteers to become donors.
 o Encourage employee matching programs to corporate partners.
 o Funnel corporate groups interested in employee matching programs to the Community and Corporate Engagement team
 o Build relationships with key corporate contacts to connect further with Gleaners for financial support.

• Act as the first point of contact for the organization's volunteer area (alongside Manager of Individual Volunteers)
 o Provide excellent customer service to all Gleaner customers including clients, donors, agency personnel, volunteers, the general public and staff by engaging in the following tasks or behavior that represents excellent customer service: timely responses, punctuality and attendance, treating others with respect, distributing quality product, being knowledgeable and providing accurate information, and appropriate non-verbal and verbal communications.
 o Represent the Food Bank to volunteers in a professional and courteous manner, understanding that volunteers are the lifeblood of the Food Bank.
 o Manage volunteer registration through VolunteerHub software.
 o Accept and provide appropriate documentation and record of monetary donations made in Volunteer Central or on evenings/weekend shifts. Turn records and donations into Donor Services.

• Create and manage an effective corporate volunteer recognition program in collaboration with the Manager of Individual Volunteers
 o Includes Volunteer Appreciation Week
 o Ensure that volunteers understand the impact of their work and are properly and promptly thanked for their support.

• Database Management (alongside Manager of Individual Volunteers)
 o Maintain appropriate documentation on all active volunteers through a volunteer database, maintain related informational documentation and submit all reports as assigned.
 o Enter group volunteer outcomes and metrics into volunteer database.
 o Track and report volunteer numbers and hours on a monthly basis.
 o Maintain hours of agencies working for credit on orders and report to Accounting Dept. monthly.
 o Assist in all areas of volunteer database, documentation process, controlling calendaring and data collection.

• Assist Manager of Individual Volunteers
 o Cross-train with the Manager of Individual Volunteers so that each can perform the other's task in their absence.
 o Assist within on-site individuals as needed.
 o Alternate Saturday volunteer warehouse shifts with Manager of Individual Volunteers as needed

• Coordinate Requests for outside groups & group volunteers to use Gleaners' meeting room space
 o Utilize the meeting room space calendars to ensure it is not double-booked
 o Inform appropriate staff when groups are coming
 o Schedule staff speaker to share Gleaners' mission during their meeting time
 o Coordinate A/V usage with IT & Inventory Control Manager

• Represent Gleaners at speaking engagements and other public events (e.g. volunteer fairs)

• Work with Manager of Individual Volunteers to maintain and update policies, procedures, position descriptions with clear duties, qualifications and requirements and forms for the successful involvement of volunteers at all levels of the organizations "best practices" in volunteer management.

• Complete all essential functions while demonstrating behaviors consistent with Gleaners' mission, vision, and core values.

Other Functions:
• Serve as a member of the management team and maintain open communication and support of all departments.
• Promote a cooperative spirit within the organization and among internal and external participants.
• Assist with Gleaners public relations and educational activities and events (including set-up and breakdown, and clean-up) and participate in special projects, work groups, and committees as required.
• Other duties as assigned.

Skills/Qualifications:
The requirements listed below are representative of the education, experience, knowledge, skills, and/or abilities an individual needs in order to perform this job successfully.

Education and/or Experience:
• Bachelor's Degree or equivalent experience.
• Volunteer management experience preferred.
• Experience in customer service.

Language Skills:
• Excellent interpersonal, oral, written communication and presentation skills.
• Ability to write routine reports and correspondence.
• Ability to effectively present information and respond to questions from groups of volunteers, general public and employed staff.

Mathematical/Reasoning Skills:
• Basic math and problem-solving skills.

Technical/Computer Skills:
• Ability to work a computer, copier, fax machine, telephone, and other office equipment.
• Proficient in Microsoft Excel/Access/Word/Outlook/PowerPoint and Google Docs.
• Ability to work in databases.

Certifications/Licenses/Registrations:
• Valid driver's license/Clean driving record /Must be insurable by company vehicle insurance provider.

Other Skills and Abilities:
• Exceptional people skills and passion about volunteerism and Gleaners mission.
• Demonstrated ability to work in a fast paced environment with multifaceted demands.
• Excellent organizational and time management skills with demonstrated ability to successfully multi-task.
• Demonstrated ability to pleasantly work under pressure and to meet internal and multiple project deadlines.
• Ability to pay close attention to details, coordinate multiple tasks simultaneously and set priorities to meet deadlines.
• Ability to work with people of diverse backgrounds.
• Initiative/self-starter/ability to work without close supervision.
• Flexibility to attend evening and/or weekend meetings and/or events. 

Core Competencies:
• Communication: Communicates verbal and written ideas and thoughts clearly, accurately, and respectfully; listens to others and seeks to understand others' perspectives.
• Customer Service: Responds to internal and external customer needs in a timely and professional manner; maintains personal accountability and ownership for providing a high level of customer service.
• Reliability/Dependability: Completes tasks accurately, thoroughly, and on time; arrives on-time to work and meeting; accepts assignments and follows through on promises and all aspects of assigned work.
• Respect and Integrity: Delivers honest feedback in a supportive manner; demonstrates fair treatment of others and supports a positive environment.
• Teamwork: Collaborates with and supports coworkers on projects/tasks by helping out where needed; provides adequate lead time for others to meet deadlines; is willing to help out, no matter how big or small the task.
• Work Habits/Planning: Effectively plans, organizes, and prioritizes work; displays a positive attitude and remains consistent in work actions and the ability to support the team/organization.

Click the APPLY button to submit a completed resume and cover letter, or mail to:  Gleaners Food Bank, 3737 Waldemere Ave., Indianapolis, IN  46241.

Gleaners Food Bank is and Equal Employment Opportunity Employer and  provides equal opportunities for employment and advancement for all individuals, regardless of age, gender, race, religion, color, disability, veteran status, sexual orientation, national origin, or any other legally protected category.




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