Volunteer & Outreach Coordinator

Volunteer and Outreach Coordinator

California CareForce seeks a highly motivated person with strong interpersonal and communication skills to recruit professional volunteers and manage all aspects of the organization’s healthcare clinics throughout the state of California.

Organizational Overview

Founded in 2011, California CareForce organizes “pop-up” clinics throughout the state of California offering FREE dental, vision, and medical services. With the help of over 20,000 volunteers, we have provided $18M of services to more than 42,000 men, women, children, veterans, and seniors.

Position Overview:   

The Volunteer and Outreach Coordinator will recruit general and professional volunteers for California CareForce (CCF) clinics, events, warehouse needs, and in-office support. This position supports and recognizes volunteers to ensure each person has exemplary volunteer experience. The Coordinator will work closely with the Program Manager/Director to ensure a well volunteered staffed clinic, that volunteers understand their roles and overall clinic safety, organize volunteers at clinics, and provide a volunteer experience which encourages return volunteers and goodwill with the community. The Coordinator will increase public awareness about CCF and its clinics to individuals and families in our communities who would benefit from free healthcare services.

Reports To: Executive Director

Duties & Responsibilities:

Volunteer management (60%)

• • Update volunteer plan annually with the Executive Director, and ensure plan is achieved.
  • Recruit general and professional volunteers for CCF’s upcoming clinics by:
    • Cultivating relationships with local service groups, nonprofits, businesses, civic groups, professional organizations, churches using the following methods:
      • Mail (electronic and USPS)
      • Phone Calls
      • In-person visits
      • Social Media
      • Website
  • Maintain a comprehensive list of volunteer recruitment channels.
  • Track interactions and determine best sources for volunteer recruitment including posting to VolunteerMatch, Idealist, and similar websites.
  • Register community resource groups and individuals, as needed, in the CCF volunteer database.
  • Confirm the attendance and hotel reservations of all Team Leads with the Clinic Program Director.
  • Prepare all Volunteer Registration Table and Break Room materials for CCF’s clinics in advance.
  • Staff the Volunteer Registration Table at CCF’s clinics and ensure a clean, welcoming space throughout the clinic.
  • Recognize volunteers’ and sponsors contributions by distributing formal Certificates of Service/ Sponsorship to them after each clinic in addition to special items for Team Leads and other dedicated volunteers.
  • Survey volunteers about their experiences at CCF’s clinics to solicit their feedback and suggestions for improvement as well as gauge their satisfaction with the organization.
  • Draft and distribute a CCF Volunteer e-newsletter monthly highlighting CCF volunteers and opportunities to support the organization.
  • Draft short articles highlighting CCF’s volunteers for the monthly e-newsletter.
  • Participate in monthly trainings in volunteer management best practices hosted by Directors of Volunteers in Agencies’ (DOVIA’s) Sacramento Chapter.
  • Update organization policies, procedures and protocols related to volunteer management and outreach.
  • Work with Host Committees to leverage new ways of reaching possible volunteers in their community.
  • Update volunteer information and training for each clinic including PowerPoint training slides including conducting online training.
  • Invite appropriate Community Resources to table at clinics.
  • Update all volunteer job descriptions, as necessary.
  • Create clinic online volunteer registration form for each volunteer category.
  • Communicate with volunteers to ensure all technical information and Clinic Section details are relayed to volunteers accordingly (via in person orientations, video orientation, volunteer information on CCF website, volunteer registration confirmation information.
  • Communicate with Program Manager/Director and/or Team Leads to ensure they have the necessary volunteer numbers before each clinic including general volunteers, professional volunteers, and loading/unloading volunteers before each clinic.
  • Work with CALAOMS to ensure CE credits are getting distributed correctly and accordingly.
  • Manage CCF’s info@ and volunteers@ email addresses.
  • Design and order volunteer t-shirts.
  • Design and order clinic banners and signs, as needed.
  • Recruit and work with volunteers in-office, as needed.
  • Resolve conflicts between volunteers and/or patients.
• Outreach (30%)
  • Increase publicity and marketing to increase awareness about CCF and upcoming clinics and events by cultivating relationships with local charities, government agencies, community groups, and schools and distributing electronic and physical flyers for patients to them.
  • Develop a comprehensive list of outreach channels in MS Excel by tracking such interactions and determining which are the best sources of patients.
  • Design CCF flyers, posters, PowerPoint presentations, invitations, signage, annual report, and other marketing materials for clinics and activities.
  • Distribute electronic and printed flyers to community organizations.
  • After each clinic, compile and analyze anonymous patient satisfaction surveys with the Clinic Program Manager to determine how CCF’s outreach efforts should be adapted to reach more new patients, as well as patient services satisfaction.
  • Manage CCF’s social media platforms – posting to and interacting weekly with followers on Instagram, Facebook, and Twitter.
  • Run minimum of two fundraising campaigns per year excluding Giving Tuesday and End of Year Giving.
  • Manage Giving Tuesday and End of Year Giving fundraising campaigns.
  • Work with Program Manager to ensure all donors and sponsors are thanked accordingly.
  • Write and send press releases to appropriate media outlets pre- and post- each clinic.
  • Work with Host Committees to leverage new ways of reaching possible patients in their community.
  • Update and/or create documents for each main outreach category: volunteers (healthcare professionals and general), patients (English, Spanish and other languages as necessary), and sponsors/donors.

Experience & Qualifications

Required

• A bachelor’s degree from an accredited college or university
• 5+ years of experience working with volunteers in the nonprofit sector
• Excellent verbal and written communications skills
• Strong attention to detail and time management skills
• A working proficiency with MS Word, Excel, and Outlook
• A strong working proficiency with Adobe InDesign and/or Canva
• Strong interpersonal skills and ability to work on a team.
• Solid social media knowledge (Facebook, Twitter, Instagram)
• Must be comfortable learning new technology
• Sound experience in website updates
• Able to sit for long periods of time while in the office and stand for long periods of time during clinic weekends

Preferred, but not required.

• Experience volunteering (in any capacity)
• Experience coordinating or leading volunteers (as a volunteer or as staff)
• Experience in the healthcare field
• Experience working with DonorPerfect
• Customer service background