Program Coordinator, Volunteer Engagement

Job DetailsJob Location: Portland Campus - Portland, OR 97211Position Type: Full TimeSalary Range: $24.04 - $25.81 HourlyAbout Oregon Humane Founded in 1868, Oregon Humane is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness, and respect. With campuses in Portland and Salem, Oregon Humane is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we’re creating an ecosystem where all of us – animals and humans – feel safe, valued and part of something bigger.   The Team The People & Culture team is a multifaceted and dedicated group that plays a crucial role in shaping our organization's culture and ensuring the well-being of our employees, volunteers, and community. Comprising experts in human resources, safety, emergency response, community education, volunteers, project management, facilities, and learning and development, our team is committed to creating a positive and inclusive work environment where everyone can thrive. As an organization, we are investing in and remain steadfast in our commitment to moving our organization and sector forward in creating an equitable, diverse, and inclusive industry.   The Position The Coordinator, Volunteer Engagement provides daily operational and administrative support for the Portland volunteer program. This role is the primary owner of volunteer scheduling, onboarding logistics, communications, and database accuracy. The Coordinator ensures smooth volunteer flow, accurate scheduling, and consistent communication, and serves as a welcoming and reliable point of contact for volunteers. This position partners closely with the Supervisor, Volunteer Engagement, who leads coaching, safety oversight, and corrective conversations. The proposed schedule for this role is Wednesday - Sunday (off Monday/Tues).    Eligible Benefits We are committed to creating a better future for pets, and we work hard to achieve our goals while offering a rewarding workplace including competitive benefit packages to our employees.    Medical/Dental/Vision Paid Time Off + Sick Time + Holidays 401(k) with employer match Professional Development Opportunities One free Oregon Humane adoption / year Perks & Discounts   Essential Responsibilities PERSONAL LEADERSHIP Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances. Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity. Demonstrates an awareness of your individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning. LEARNING Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary. Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress. Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.   INFLUENCE & REPRESENTATION Communicate effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage. Liaise with and maintain productive relationships with all stakeholders, including other departments, and donors; build mutually rewarding professional relationships inside Oregon Humane at all levels. Leverage our best practices externally and grow Oregon Humane’ reputation as a leader in the animal welfare space.   PRIMARY RESPONSIBILITIES Customer Service: Serves as a primary point of contact for existing and prospective volunteers, providing clear, timely, and welcoming support regarding schedules, onboarding steps, program logistics, and general inquiries. Provides day‑to‑day guidance to volunteers with warmth, kindness, and a calm, supportive demeanor. Reinforces attendance expectations, communication norms, and role responsibilities; escalates behavior or safety concerns to the Supervisor or Manager. Supports volunteers in understanding how their roles contribute to shelter operations and animal wellbeing. Builds positive, service‑oriented relationships with volunteers and staff, modeling professionalism and respect. Provides operational support to staff by helping them understand scheduling processes, volunteer availability, and how to effectively integrate volunteers into their workflow   Data & Systems: Works with the Volunteer Engagement Data Specialist to maintain accurate volunteer records, including contact information, service hours, and shift data. Supports volunteers and staff in navigating the volunteer database system for scheduling and shift management. Ensures scheduling data is accurate, up‑to‑date, and aligned with departmental needs. Provides timely updates and corrections to volunteer records to support reporting and program evaluation.   Program Support: Partners with the Manager, Volunteer Engagement to foster a volunteer community grounded in respect, appreciation, and belonging, ensuring volunteers feel welcomed, supported, and connected to OHS’s mission. Serves as a primary operational resource for volunteers and staff by providing timely information, logistical support, and clear communication regarding schedules, shifts, and program processes. Coordinates key aspects of the volunteer lifecycle - including recruitment, application processing, onboarding logistics, orientation scheduling, documentation, and retention efforts - to ensure smooth and positive volunteer experience. Manages weekly scheduling for recurring and stand‑alone shifts, including posting available shifts, filling last‑minute requests, and collaborating with departments to ensure adequate volunteer coverage. As requested, supports conflict resolution by gathering information. Redirects concerns, and escalates behavior or safety issues to the Program Specialist or Manager in accordance with established procedures, documenting accordingly. Contributes to volunteer communications by developing the weekly newsletter, moderating online groups, updating volunteer documents, and ensuring volunteers receive accurate and timely information. Maintains volunteer spaces, ensuring they are organized, welcoming, and stocked with necessary materials, resources, and information. Serves as primary role responsible for volunteer email inbox management. Plans and coordinates volunteer participation in shelter events including fundraisers, adoption events, vaccine clinics, outreach programs, and other organizational activities, and provides onsite support to volunteers during events. Collaborate with staff to identify volunteer needs for special projects and departmental initiatives, ensuring requests are clear, feasible, and aligned with program processes. Supports recognition efforts by helping plan appreciation events, identifying volunteer contributions, and contributing to awards and other recognition activities. Assists with the preparation and distribution of volunteer surveys and other communications to gather feedback and support continuous improvement. Develops and refines communication methods that promote clarity, consistency, and accessibility for volunteers and staff. Provides logistical support for volunteer orientations and trainings, including scheduling, room setup, materials preparation, and communication with participants. Upholds safety guidelines and takes immediate action to address environmental or procedural safety concerns, ensuring volunteers have the information and support needed to work safely. Works with animals of varying size and temperament on an occasional basis, modeling safe, calm, and appropriate handling.   SUPERVISOR RESPONSIBILITY Supervises: No direct supervisory responsibility; however, this role provides daily logistical leadership and support to volunteers. Behavioral coaching, corrective conversations, and escalations remain with the Program Specialist and Manager.   ACCOUNTABILITY Reports Directly To: Manager, Volunteer Engagement Often Engages Directly With: Volunteer Engagement team, and all teams across the organization. QualificationsMinimum Qualification & Transferable Skills We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship and/or service will contribute to the Oregon Humane. Strong organizational and administrative skills, with the ability to manage multiple tasks, shifting priorities, and detailed logistics in a fast‑paced environment. Ability to provide warm, welcoming, and professional customer service to volunteers, staff, and members of the public. Ability to work independently, exercise sound judgment, and maintain composure during high‑volume or emotionally charged situations. Strong verbal and written communication skills, with the ability to communicate clearly, respectfully, and effectively with individuals from diverse backgrounds. Ability to learn and quickly navigate volunteer management software, scheduling tools, and related digital systems. High level of accuracy in data entry, documentation, and recordkeeping. Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel. Availability to work at least one weekend day on a regular basis, as well as evenings and holidays as needed.   Preferred Qualifications: One year of experience supporting adults in a volunteer, administrative, customer‑service, or community‑based environment. Experience coordinating schedules, events, or logistics in a nonprofit, service, or operations setting. Experience supporting volunteers or staff in a role that requires clear communication, organization, and follow‑through. Familiarity with Oregon Humane’s programs, operations, or animal‑care practices.   Work Environment Conditions & Physical Requirements This position interacts and collaborates will all levels of the organization, including Oregon Humane staff, executive team members, donors, general public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional and respectful in all circumstances. WORKING CONDITIONS Work is performed in an office and medical center/animal shelter environment. Travel between the two campuses may be required. Working at both campuses may be required. Animal contact and related injuries may occur. Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations. Exposure to different smells including any smell associated with an animal or their medical treatment. The pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion. Contact with angry or emotional people may occur.   PHYSICAL REQUIREMENTS Occasional lifting and moving of inanimate objects weighing up to 50 lbs. Occasional pushing and pulling of carted items weighing up to 100 lbs. Occasional moving items above shoulder level. Occasional use of hands and arms at or above shoulder level. Prolonged standing, sitting, and/or stooping may occur. Occasional climbing and bending. Must be able to remain in a stationary position for prolonged periods. Ability to respond and perform life saving techniques in an emergency.   Diversity, Equity & Inclusion Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.   Equal Employment Opportunity Oregon Humane is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives and skills so that we can be collectively stronger and have sustained impact.   We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.   At-Will Employment This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.