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POSITION DESCRIPTION ___________________________________________________________________________________TITLE: Volunteer & Special Events DirectorPERFORMANCEPROFILE SOURCE:Management ProfessionalDEPARTMENT:AdministrationREPORTS TO:Vice President of DevelopmentSALARY FUNCTION:Exempt, Salary, 40 Hours/Week MinimumPRIMARY FUNCTION:Volunteer & Special Events Director is responsible for volunteer and mentor recruitment, orientation, development, motivation, retention, and recognition. Volunteer & Special Events Director is also responsible for planning, coordinating, and supporting special events, both virtual and in-person, and other special projects as assigned. KEY ROLES:LeadershipEstablish and implement policies and procedures for volunteer and mentor recruitment, selection, training, and participation in activities throughout Club facilities. Work with Club leadership & program teams to identify volunteer opportunities that create impact and enhance overall program quality. Provide guidance, support and direction to Blue Door Mentor program, ensuring that adjustments are continually made as feedback is gathered from mentor and mentee participants.Provide leadership and develop innovative strategies to leverage funds in support of special projects.Plan, coordinate, supervise and lead through all aspects of special project timelinesStrategic PlanningContribute to operational strategic plan by identifying opportunities for volunteer participation.Identify potential volunteers and mentors and develop proactive strategies to recruit volunteers with the skills needed for Club programs and activities. Conduct evaluation of volunteer and mentor activities and participation, refining selection and training activities to ensure a high level of satisfaction by volunteers and staff.Provide insight and direction regarding the development of existing annual special events in order to maximize revenue, educate and expose the impact of BGCT and create new donors that invest in the mission of BGCT.Assist and support the logistics required for pre-event activities, the event itself and post- event duties as assigned by the Vice President of Development.Participate in the conceptualization of events that generate revenue and maximize exposure for BGCTAssist with the planning and implementation of event promotion.Assist with comprehensive documentation of all materials and activities related to the successful implementation of BGCT’s Special Events to generate reports required by the senior management team and specialized event planning plete all follow-up activities related to the event, including sponsor recognition as requested by the Vice President of Development.Maintain record of thank you notes/acknowledgements in the donor management database.Assist in evaluation and de-briefing following each event, keeping thorough records for future reference.Resource ManagementControl fundraising expenses related to volunteer programs and activities within budget.Manage administrative and operational systems to support volunteer programs.Develop and implement regular orientation of volunteers. Provide training to Club staff on effective volunteer management.Recruit and manage volunteer outreach staff, providing performance standards, feedback, appraisal and professional development opportunities.Work to exceed budget projections for special event income.Manage special event expenses within budget, seek partnerships and community stakeholders to support special events and reduce expenses.Increase return on investment for special events through the use of volunteers, community partners and BGCT investors.Partnership DevelopmentDevelop collaborative relationships with other organizations supporting volunteerism or serving as potential sources for Club volunteers.Act as liaison with neighborhood and community groups to enhance Club and community relations and to build public trust.Marketing & Public RelationsRepresent self as a positive, professional and responsive representative of the Boys & Girls Clubs of Topeka.Coordinate special events (such as community volunteer resource fairs) and Club-wide activities to increase awareness of existing and new volunteer programs and to recognize volunteers.Assist Vice President of Development with creating and updating marketing materials for programs, events, parent newsletters, staff newsletters, etc. ADDITIONAL RESPONSIBILITIESPerform special assignments and assist with special projects as directed.Serve as a support person for the Vice President of Development and perform additional duties as assigned.RELATIONSHIPSInternal: Maintain oral and written contact with the Club executives, Club management personnel program teams and volunteers to provide direction and technical advice. Recruit and cultivate volunteers through involvement in meetings and community events.External: Maintain oral, written and personal contact with external organizations and community groups serving as a resource for volunteer recruitment and selection, community partnerships, current and future BGCT investors.SKILLS/KNOWLEDGE REQUIRED:Bachelor's degree from an accredited college or university preferredA minimum of five years’ work experience in a service organization, with emphasis on volunteer programs and activitiesStrong oral and written communication skills, with good public presentation skillsExcellent interpersonal skills and the ability to work well with all types of peopleAbility to establish and maintain effective working relationships with Club staff, board members, volunteers, community groups and other related agenciesAbility to effectively manage multiple projects simultaneously in regard to time managementOther Requirements:CPR & First Aid Certifications (adult)Valid (KS) driver’s licenseAcceptable background checkDISCLAIMER:The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.I have read and understand the role and responsibilities expected of me in this position ___________________________________________________________________________IncumbentDate___________________________________________________________________________ VP of Development Date___________________________________________________________________________CEODate ................
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