Volunteer Program Specialist

Description

Position Summary

The Volunteer Program Specialist leads the day-to-day operation and growth of HSVC's volunteer program: recruiting and onboarding volunteers, providing hands-on training and daily support, and using data to strengthen engagement and retention. This is a highly visible, hands-on role for an energetic relationship-builder who enjoys creating an organized, welcoming experience from first inquiry through long-term service.

Schedule

Tuesday - Saturday; 9:00am - 6:00pm. Onsite in Ojai, CA.

Essential Duties and Responsibilities

Recruitment

• Develop and carry out recruitment strategies to meet HSVC's annual volunteer participation and growth goals, using events, presentations and community partnerships.
• Build relationships with schools, businesses and community organizations; plan group service days and represent HSVC at tours, orientations and public events.
• Respond promptly to volunteer inquiries and applications, maintaining consistent follow-up through placement.

Onboarding, Training & Daily Support

• Manage the full onboarding pathway: application review, orientation, role-specific training, activation and follow-up.
• Serve as the primary daily point of contact and mentor, matching volunteers to roles based on skills, interests and shelter needs.
• Provide coaching and constructive correction; coordinate retraining, reassignment or removal when needed for safety or policy compliance.
• Develop volunteer leaders and mentors, and train HSVC staff who work with volunteers on consistent expectations and safety practices.

Engagement, Communication & Retention

• Communicate with volunteers at least weekly; maintain volunteer communication channels with updates, reminders and recognition.
• Create retention and re-engagement strategies, including outreach to inactive volunteers and removal of participation barriers.
• Manage volunteer appreciation efforts and help resolve concerns or conflicts fairly and promptly.

Program Operations & Technology

• Serve as lead administrator of the volunteer database, keeping applications, waivers, training records and hours accurate and current.
• Manage the volunteer email inbox; use volunteer-management software, online forms, scheduling tools and approved AI tools to improve efficiency while protecting confidential information.
• Maintain volunteer policies, training materials and supply readiness; collaborate with department leaders to develop new volunteer roles.

Metrics & Reporting

• Set annual and monthly program goals; track recruitment, onboarding, retention and other key metrics.
• Prepare monthly reports and presentations for management and the Board highlighting trends, progress and volunteer impact.

Collaboration & Safety

• Serve as liaison among volunteers, staff and administration; represent HSVC policies and philosophy positively.
• Monitor volunteer safety and compliance, responding promptly to hazards; maintain confidentiality of sensitive information. Perform other duties as assigned.

Requirements

Minimum Qualifications

• High school diploma, GED or equivalent combination of education and experience.
• At least two years of experience coordinating or leading a volunteer program, including recruitment, onboarding, training, engagement and retention.
• Demonstrated ability to build relationships with volunteers and community groups and provide hands-on support in a busy environment.
• Strong public-speaking and presentation skills, including delivering orientations and trainings.
• Experience tracking program data and preparing reports or presentations for leadership.
• Strong written communication skills; proficiency with Microsoft Office, Google Workspace and similar tools, with ability to learn new software quickly.
• Excellent organizational and time-management skills; comfort working around animals, including those with uncertain dispositions.
• Valid California driver's license and acceptable driving record; ability to work a varied schedule including weekends, holidays and evenings.

Preferred Qualifications

• Experience managing volunteers in an animal shelter, humane organization or veterinary setting.
• Experience with a volunteer-management platform such as Volgistics; knowledge of force-free, reward-based animal handling.
• Experience developing volunteer leaders or mentor programs, and planning recognition activities or service days.
• Associate's or bachelor's degree in nonprofit management, communications, education, human resources or a related field.

Physical Requirements and Working Conditions

• Ability to lift and/or carry up to 50 pounds, with assistance when appropriate, and to bend, stand, walk and reach as required for shelter and event activities.
• Work is performed indoors and outdoors, with possible exposure to cleaning or medical chemicals, noise, odors, weather and animals with uncertain dispositions; protective equipment must be used when required.
• Work may involve frequent interruptions, changing priorities and emotionally sensitive situations.