HR Asst. / Volunteer Coord.

SUMMARY

: The Volunteer Coordinator / Human Resource Assistant works under the direction of the Director of Human Resources. This position is responsible for the successful design and implementation of the overall volunteer program including the following areas : recruitment, application, training, placement, evaluation, recognition, retention and reporting for all volunteers and interns. The Volunteer Coordinator / Human Resource Assistant also assist the director of the HR department with daily tasks that pertain recruitment, retention, field research, disabilities and workers’ compensation claims and all matters that are employee related.

The Marjaree Mason Center is a 24 / 7 operation and all employees, at any point of time, may be asked to perform other work duties from those normally assigned such as answering the hotline or working in the shelter.

ESSSENTIAL FUNCTIONS :

Volunteer Coordinator

Recruits volunteers through outreach to the community.

Hold regular volunteer orientation sessions, and attend volunteer fairs, throughout Fresno County to recruit and educate prospective volunteers.

Processes all volunteer applications and ensures process meets all compliance and performance standards.

Develops, manages, and conducts training of all volunteers and interns. Develop and implement volunteer training plan, programs, and support materials such as volunteer handbooks and training guides.

Develops and manages volunteer recognition and retention program and gatherings.

Develop and implement volunteer recognition program.

Plan and host volunteer recognition events.

Employ programs designed to retain volunteers.

Conduct a periodic volunteer satisfaction survey.

Create and implement communication strategies to ensure efficient and effective communication with volunteer base.

Manage the Volunteer social medias

Manage the volunteer email distribution lists

Manages volunteer staffing requirements for both internal and external events, including staffing many of the events personally.

Works closely with MMC’s leadership team to identify and support areas of volunteer need.

Manage volunteer program

Manage semester recruitment, application, interview and selection process.

Manage de-activation and removal process for inactive volunteers

Address, mitigate and / or mediate all concerns or issues involving volunteers.

Develop and implement de-activation protocol and removal process.

Responsible for all aspects of the Volunteer Program administration

Prepare and update Volunteer Program policies, practices and guidelines.

Ensure that each volunteer annually updates the required compliance paperwork.

Track and report volunteer applicant data and statistics.

Manage, develop and create content for Volunteer portion of MMC’s web site.

Support agency outreach events

Supervise volunteers.

Assist with setup and breakdown of outreach booths.

Participate in outreach activities.

Create a monthly volunteer detailed report for HR Director

Human Resource Assistant

Answers phones for the HR Department.

Handles employment application intake.

Perform HRIS data entry and personnel file maintenance.

Assists employees and supervisors with basic interpretation of HR policies and procedures.

Assists with new-employee orientations.

Maintains confidential personnel files and personnel actions.

Prepares job postings.

Responds to reference checks and verifications of employment status.

Assists the director with HR projects.

Assists with benefits administration.

Perform a variety of general personnel / clerical tasks in such areas as employee records, benefits, education / training, employment, compensation, and equal employment opportunity.

Scans files and upload digital copies to the database

Appropriately file and quickly retrieve documents and paperwork when requested

Participates in administrative staff meetings and attends other meetings and seminars.

Participates in the conduct of investigations when employee complaints or concerns are brought forth.

Assists with the implementation of company safety and health programs. Tracks and posts OSHA-required data and files reports.

Assists with the monitoring of the company wage and salary structure and the variable pay systems within the company including bonuses and raises.

Provides competitive market research and prepares pay studies to help establish pay practices and pay bands that help to recruit and retain superior staff.

Assists disability and worker’s compensation claims.

Assisting with documentation and tracking regarding leaves of absents.

Responsible for taking new employee or current employee photos and making identification badges.

Processes employee evaluations, reclassifications, new hires and rate increases appropriately in accordance with established compensation structure and guidelines.

Assist in other administrative and clerical duties as assigned.

Requirements

The requirements listed below are representative of the additional knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and / or EXPERIENCE :

Must be no more than two semesters from obtaining a Bachelor’s degree, preferably human resource management

Must be 18 years of age.

Must be proficient in Microsoft Office Programs.

HRIS System Knowledge a plus

Knowledge Required :

Must have at least one year of HR experience

Abilites Required

Ability to handle high volume desk in an organized manner

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Ability to write routine reports and correspondence.

Ability to speak effectively before groups or organizations.

Ability to adapt to the environment, to solve practical problems, to deal with a variety of multiple variables in situations where only limited standardization exists and to make independent decisions within scope of responsibility.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Demonstrated ability to work with sensitivity and without discrimination towards peoples of diverse cultures, races / ethnicity’s, socio / economic positions, ages, religions, genders, physical / mental challenges / disabilities and sexual orientations.

Ability to understand the needs of families and women and children and a willingness to address their concerns with action designed to create change; sensitivity to issues pertaining to domestic violence.

Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and internet navigation.

Ability to manage and prioritize multiple tasks efficiently and effectively.

Requires proficient organizational skills.

Ability to work independently and with team and volunteer members.

Requires experience in leading volunteers and participation in volunteer events.

Must have a professional demeanor and excellent customer service skills.

Ability to work flexible work schedule – including some weekends and evenings.

Gathers and organizes terminated files and prepares for storage.

Ability to maintain highest level of confidentiality, especially with highly sensitive issues.

CERTIFICATES, LICENSES, REGISTRATIONS :

Possession of a valid California driver's license and proof of liability insurance on personal auto.

Must be insurable at all times at standard rate by set by MMC insurance carrier.

Must pass tuberculosis test, drug test and fingerprinting test.

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

WORK ENVIRONMENT :

Employee regularly works in an office setting.

OTHER SKILLS and ABILITIES :

Demonstrated ability to work with sensitivity and without discrimination towards peoples of diverse cultures, races / ethnicity’s, socio / economic positions, ages, religions, genders, physical / mental challenges / disabilities and sexual orientations.

Sensitivity to issues pertaining to domestic violence.

Strong supervisory skills including managing and training volunteers, overseeing performance, measuring performance objectives, providing constructive and appropriate feedback, conducting reviews and handling volunteer discipline if approved by management.

Strong delegation skills including assigning tasks to volunteers, interns, and employees. Coordinating work assignments of volunteers, supervising the quality and productivity of all volunteers assigned to a work assignment.

Excellent analytical skills including reading, writing, and mathematical skills. Uses good judgment to analyze volunteer program and to develop appropriate recruitment and training strategies. Provides comprehensive analysis of volunteer program goals and objectives including forecasts and results using appropriate software programs.

Able to work long hours under both physical and mental stress associated with meeting deadlines and working in a team environment and with the general public.

Must interface with volunteers and executive management, in a productive manner and handle requests and complaints using appropriate judgment. The position requires excellent interpersonal skills and the ability to handle conflict in a calm, positive, and productive manner.

English will be the primary language used; bilingual abilities useful but not required.

The Marjaree Mason Center, Inc. is an Equal Opportunity Employer. It is our policy to make all personnel decisions without discrimination on the basis of race, color, creed, religion, sex, physical disability, mental disability, age, marital status, sexual orientation, citizenship status, national or ethnic origin, and any other protected status.