POSITION SUMMARY

Reporting to the Director of Operations, the Client Services and Volunteer Coordinator is responsible for overseeing the day to day operations of the Foodbank and Michelangelo Cafe. Responsible to recruit, interview, orient, inform and oversee all volunteers’ activities related to Gleaners Foodbank, Warehouse operations and special events. In addition, this person is responsible to maintain an up to date list of community resources for clients. This position is also responsible for monthly health and safety checks.

DUTIES AND RESPONSIBILITIES

The primary responsibilities of Client Services and Volunteer Coordinator are:

1.    Client Services and Michelangelo Cafe Administration:

•  Review daily stocked shelves to ensure continuous supply for daily operations
• Coordinates stock (checklists) with Warehouse Manager for the Client Services and cafe
• Administer Link2Feed Program and associated client forms
• Communicate with other food banks and food programs as required
• Records maintenance (e.g. all volunteer/summer staff orientation and equipment training)
• Coordinate deliveries and pick ups of: hampers, food donations, and deliveries to agencies, and clients.
• Collaborate with Warehouse Manager for networking surplus foods to Gleaners community.

2.        Volunteer Administration: 

• Review and maintain volunteer database; develop, promote and maintain a wide range of volunteer opportunities aligned to Gleaners programs and services
• Work with the bylaws, policies and procedures committee to keep volunteer applications and paperwork current, following best practices from Feed Ontario and Foodbanks Canada where practical
• Prepare and keep up-to-date job descriptions for volunteer assignments
• Maintain all volunteer placement records (e.g. Ontario Works, court order, post­ secondary and secondary school)
• Pursue Volunteer recruitment through various means, to avoid shortages
• Meet and interview volunteer applicants, including placements from Loyalist College, Pathways, secondary schools, etc.
• complete orientation of all Foodbank and special placement volunteers
• Oversee, schedule, coordinate, delegate, assign, cross-train, and evaluate volunteers to maximize efficiencies
• Address concerns raised by volunteers and deal with them in a timely and professional manner
• Maintain accurate client records and provide timely statistical and activity reports on volunteer participation for monthly board meetings
• Schedule volunteers for fundraising events. Attend the events when needed.
• Set up workshops for volunteers related to their duties/cross-training (links2feed, food safety, mental health, )
• Coordinate use of Community Outreach office
• Identify and recruit event committee members where appropriate
• Provide post-event evaluation including recommendations, lessons learned and action items to the Public Relations and Fundraising Coordinator
• Write special event dialogue for volunteers in collaboration with the Public Relations and Fundraising Coordinator, to prepare volunteers prior to these events
• Provide Finance and Fundraising Coordinator with estimates for upcoming budgets, as requested

3.  Communication

• Coordinate onsite support to other Gleaners Staff and Volunteers regarding information technology
• Liaison with companies providing server and other information technology and telecommunications support
• Provide monthly reports for Board and Gleaners staff

4. Health and Safety 

• Ensure all staff and volunteers are familiar with health and safety protocols and practices and that work is completed in adherence to these standards
• Manage all health and safety paperwork such as WHMIS, First Aid, Forklift Certification, and Food Safety and Handling
• Maintain and update the Health & Safety board
• Carry out daily health and safety checks on site
• Ensure staff have valid First Aid Certification
• Ensure all permanent staff complete required Food Safety
• Report all Health and Safety infractions to the Director of Operations in accordance with Gleaners policies and procedures

5. Other 

• Conduct tours of the Foodbank and all operations, mentioning important facts such as the names of major donors, partners (Feed Ontario, Food banks Canad4.a), and how much food is donated,
• On rotation: attend educational conferences, Chamber of Commerce events, and other community led events on rotation, on behalf of
• Assist in all areas of the Foodbank as
• Assume responsibility of additional tasks as assigned by the Director of Operations

PHYSICAL DEMANDS:

• Ability to sit for long periods of time
• Office and warehouse environment with frequent interruptions
• Some lifting (e.g. up to 50 lbs)
• May be required to attend special functions whereby prolonged sitting, standing, walking may be required. At times events are outdoors and exposure to weather (e.g. heat, cold, snow, rain) is probable