VOLUNTEER COORDINATOR at YMCA of Columbia Willamette

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

23 Feb, 26

Salary

0.0

Posted On

25 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Volunteer Coordination, Community Engagement, Recruitment, Onboarding, Training, Data Management, Compliance, Event Planning, Relationship Building, Equity and Inclusion, Communication, Collaboration, Recognition, Reporting, Continuous Improvement, Organizational Skills

Industry

Non-profit Organizations

Description

Description Position Summary The Volunteer Coordinator strengthens the YMCA of Columbia-Willamette’s mission by creating and managing a consistent, equity-centered volunteer experience that expands community engagement and supports membership, philanthropy, and operational excellence across all regions. Reporting to the Chief Operating Officer, this role ensures volunteers are effectively recruited, screened, trained, supported, and celebrated. The Volunteer Coordinator establishes association-supported systems for documentation, compliance, and tracking while partnering closely with Marketing, Philanthropy, IT, and HR to ensure that volunteer engagement reflects YMCA CW’s values of inclusion, access, and belonging. This position plays a key role in connecting the Y to its communities by identifying, planning, and supporting outreach events that engage volunteers, increase visibility, and deepen trust across diverse populations. The role supports a consistent volunteer experience rather than directing strategy, ensuring that regional teams have the tools, information, and coordination needed to deliver high-quality volunteer engagement. Requirements Key Responsibilities Regional Volunteer Coordination & Oversight Coordinates volunteer engagement across all branches, childcare sites, and program areas, ensuring consistent, equitable practices in recruitment, onboarding, tracking, and recognition. Partners with Executive Directors to assess regional volunteer needs and align roles with community priorities, financial sustainability, and inclusion goals. Partners with the association’s sports leaders to strengthen volunteer recruitment, onboarding, and compliance for all youth and adult sports programs. Ensures 100% of volunteers complete required background checks, youth protection training, and compliance requirements prior to service. Implements and maintains standardized processes for tracking volunteer hours, demographics, and engagement metrics through association-approved systems. Collaborates with IT to ensure secure, accurate data connections between volunteer systems, including CRMs and other platforms, including Virtuous and Playerspace. Provides quarterly updates to the COO and Executive Directors on regional volunteer activity, engagement, and compliance. Supports regional adherence to shared volunteer practices by offering reminders, resources, and technical assistance rather than supervisory authority. Helps reinforce the One Association culture through consistent communication, documentation templates, and materials that create a shared volunteer experience across regions. All other duties as assigned. 2. Recruitment, Onboarding, & Training Develops and executes recruitment approaches that reflect the Y’s commitment to diversity, equity, inclusion, and belonging. Partners with Marketing to promote volunteer opportunities through digital media, community partnerships, and local events, ensuring materials support inclusive access. Applies the Y’s Equity Lens Toolkit to volunteer recruitment and onboarding in coordination with association leads. Coordinates with HR to maintain accurate, secure volunteer records and compliance documentation. Builds and sustains partnerships with schools, universities, affinity groups, and corporate partners to expand the diversity and reach of the volunteer base. Applies the Y’s Equity Lens Toolkit to volunteer recruitment, role design, and onboarding, ensuring every volunteer has equitable access, preparation, and a sense of belonging. 3. Community Engagement & Events Identifies and supports participation in at least six community-facing events. Collaborates with Marketing and Philanthropy to design and staff events that inspire connection and tell the Y’s story through an equity and access lens. Attends key community events as a Y representative, coordinating volunteers and gathering community feedback. Tracks event metrics including attendance, demographics, new volunteer sign-ups, and community leads, reporting outcomes to the COO and relevant departments. Ensures events are accessible, welcoming, and reflective of the Y’s diverse communities. Collaborates with sports and program leadership to strengthen volunteer engagement in youth and adult sports, ensuring recruitment, training, and compliance align with Y standards. Partners with Marketing, Philanthropy, and Finance to provide volunteer data, stories, and cost-savings information for the Annual Report. 4. Volunteer Experience, Recognition & Culture of Service Ensures volunteers feel welcomed, respected, and valued as essential contributors to the mission. Develops an annual volunteer recognition calendar that regions can implement, ensuring practices are realistic. Partners with Marketing and Philanthropy to share volunteer impact stories that highlight community diversity and inclusion. Partners with Marketing and Philanthropy to gather and provide volunteer impact stories. Supports the Annual Report by supplying accurate data and stories regarding volunteers. Creates feedback channels for volunteers to share experiences and inform continuous improvement. Designs recognition practices with association guidance to ensure they align with regional workload and capacity. Promotes a culture of service across staff and volunteers by modeling gratitude, partnership, and shared purpose. Reinforces that volunteerism is integral to how the Y lives its mission every day. 5. Compliance, Reporting, & Continuous Improvement Works closely with HR and Risk to maintain full compliance with background checks, youth safety standards, and policy requirements. Ensures IT compliance for volunteer databases by monitoring data accuracy and privacy. Tracks and reports volunteer metrics including recruitment, retention, representation, and hours served; disaggregates data to monitor equity and inclusion progress. Calculates and reports the financial value of volunteer contributions in partnership with Finance. Produces quarterly reports that summarize metrics for COO, CEO, and Regional Executive Directors. Continuously improves systems and practices through data review, staff feedback, and volunteer input. Serves as the primary point of contact for volunteer-related audits and reporting requirements. 6. Collaboration & Internal Coordination Establishes and leads a bimonthly Volunteer Engagement Cabinet focused on coordination and best practices. Builds capacity among regional staff by coaching them in volunteer coordination best practices. Represents volunteer needs within association-level committees by sharing data and observations. Key Competencies Equity and Inclusion: Embeds DEIB principles in all volunteer recruitment, engagement, storytelling, and recognition practices, ensuring volunteers reflect the communities served. Organization and Execution: Manages timelines, logistics, and reporting cycles with consistency rather than directing high-level processes. Relationship Building: Develops trust and collaboration across staff, volunteers, community partners, and program leaders, including sports and childcare. Accountability: Upholds the Y’s standards for compliance, youth safety, data integrity, and financial transparency related to volunteer service. Strategic Collaboration: Works alongside Marketing, Philanthropy, IT, HR, Finance, and Operations to support alignment rather than lead strategic integration. Communication: Models clarity, empathy, and mission-centered messaging that connects volunteerism to the Y’s impact and financial sustainability. First Year Success Metrics Association-wide volunteer management system implemented across all regions with consistent use by staff and volunteers. 100% of active volunteers complete background checks and all required trainings before beginning service. Volunteer data entered and maintained in centralized systems with at least 95% accuracy. Volunteer participation and total volunteer hours increase by at least 10% across the association. At least six community-facing events, across association and regional efforts, executed with measurable volunteer recruitment and engagement outcomes. Equity and inclusion benchmarks integrated into volunteer recruitment materials, storytelling, and reporting practices. Annual volunteer recognition and culture of service calendar launched with balanced participation from all regions and quarterly recognition touchpoints. Volunteer stories and data provided quarterly to Marketing and Philanthropy for use in storytelling, campaigns, and the YMCA CW Annual Report. Annual calculation of volunteer cost-savings estimate completed in collaboration with Finance and included in quarterly impact updates and the Annual Report. Quarterly volunteer impact and compliance reports submitted to the COO and leadership team on schedule. Positive staff and volunteer feedback indicating improvements in communication, accessibility, belonging, and recognition.

Responsibilities

The Volunteer Coordinator manages volunteer engagement across all branches and program areas, ensuring equitable practices in recruitment, onboarding, and recognition. This role also supports outreach events to connect the YMCA with diverse communities and enhance volunteer experiences.