Position Title: Volunteers & Recruiting Volunteer

Organization name: Organization for Transformative Works

Committee: Volunteers & Recruiting

Reports to: Volunteers & Recruiting Co-Chairs

Time Requirements: 5+ hours per week

Exclusions:

• Must hold two or fewer roles within the organization at time of application. Service records can be requested from the Volunteers & Recruiting Co-Chairs before application.
• Must not hold a seat on Board of Directors.
• Must not hold Development & Membership Membership Data Specialist role.

Term: One year

Role overview: Volunteers & Recruiting supports the Organization for Transformative Works as a volunteer-driven organization by ensuring that volunteers are in the right roles, at the right time, with the right tools.

We recruit and manage incoming volunteers, handle exiting volunteers, handle all committee set up as well as chair and board turnover. We help answer volunteers’ questions about the OTW or the tools we use, or direct volunteers to the right places. We set up tools for committees and subcommittees, mentor volunteers in their work, and track the service of each and every volunteer throughout their time with the organization. We ensure that every volunteer in the organization has the resources they need to complete their work efficiently and effectively.

Date of position description review: Annually

Key Responsibilities

• attend and actively participate in committee meetings on a regular basis
• plan and manage recruitment of volunteers
• plan and support new volunteer orientation
• manage software access for incoming and departing volunteers
• develop, implement, and review Volunteers & Recruiting policies and procedures
• advise on confidential personnel related matters and offer support to volunteers in resolving issues
• review and maintain the volunteer system and database
• work collaboratively on Volunteers & Recruiting committee projects (e.g., building resource materials, conducting audits, etc.)
• complete other tasks and responsibilities as assigned by the co-chairs

Volunteers with more than 1 year’s service as a fully trained Volunteers & Recruiting Volunteer may also be responsible for the following:

• develop project plans and serve as project manager for specific committee projects
• assist the co-chairs in the selection of new Volunteers & Recruiting volunteers
• train, mentor and guide new Volunteers & Recruiting volunteers through initial training, recruitment procedures, and requested task completion
• lead and participate in regular committee working parties
• communicate and work with other committees as requested to support the work of Volunteers & Recruiting and the rest of the organization
• plan and chair meetings with outside constituencies (Open Houses, chair training, issue discussions, etc.)

Experience

Experience related to one or more of the below is desirable:

• CRM (particularly Salesforce) or database software
• Word processing and spreadsheet software (e.g. Google Docs/Sheets or equivalents)
• Human Resource Management or Volunteer Management
• Negotiation or conflict resolution
• GDPR/privacy principles compliance
• Documentation writing and/or training

Skills and attributes:

• integrity in upholding the Volunteers & Recruiting Committee Standards Agreement
• impartiality, adaptability, and a commitment to fostering diversity
• commitment to team building and task sharing
• an ability to take initiative, particularly in claiming and completing tasks and carrying out the committee’s work
• organization and long-term planning skills
• analysis, problem-solving, and critical thinking skills
• an ability to communicate effectively with a variety of audiences
• an ability to adapt to new software and procedures quickly
• consistent availability

Recruitment Process:

Applications will be reviewed within 1-2 weeks after recruitment period closes. Shortlisted applicants will be invited to a live, text-based chat interview with a senior member of the committee. Application results may be expected within a month after recruitment period closes.

Volunteers & Recruiting Chairs will discuss interest and suitability for additional duties with individual Volunteers with more than 1 year’s service as a fully trained Volunteers & Recruiting Volunteer during their 1-1 checkins.

Training requirements:

Training consists of 7 parts and is estimated to take around 6 months.

The first two parts of training will involve self-guided tutorials geared towards learning about the Organization for Transformative Works (OTW), Volunteers & Recruiting (VolCom), and the software that VolCom uses on a daily basis. This should be completed within 3-4 weeks of induction. After completing assessments for each part, additional software access will be granted and VolCom trainees can progress onto the next parts.

The next four parts of training will include more self-guided tutorials, coupled with one-on-one training with chairs and mentors focusing on different committee tasks, such as responding to ticket requests, managing volunteer inductions and removals and other personnel requests, compiling different monthly reports and updates, and reviewing internal committee documents. These may be worked on concurrently depending on requests received by the committee. These should take roughly 3-4 months from completion of Part 2 of training. Trainees will work closely with chairs and mentors throughout this period, and may opt to begin independent work on tasks as they feel comfortable.

The last part of training will involve learning about VolCom project guidelines and its current projects, including a chance to assist in an ongoing project if one is available. Training will be confirmed completed by a chair once a trainee passes assessments for all parts of training. Volunteers with more than 1 year’s service will be trained on additional responsiblities at the time of taking on those responsibilities.