Community Engagement & Operations Coordinator

COMMUNITY ENGAGEMENT & OPERATIONS COORDINATOR

Location: 4 South Blair Street, Madison, WI 53703

Employment Status: Full-time, 40 hours per week

Starting Wage: $25.00 per hour, paid biweekly

Schedule: Primarily Monday through Friday, with occasional evening and weekend hours as needed

SUMMARY OF PRIMARY FUNCTION

The Community Engagement & Operations Coordinator coordinates Porchlight's volunteer program, in-kind donations, community partnerships, routine communications, and internal technology and telecommunications support.

A primary focus of this position is developing and maintaining relationships with community organizations and service providers that can offer onsite services and resources to guests at the Men's Shelter.

The Coordinator also serves as the primary contact for individuals and groups interested in volunteering with Porchlight; coordinates in-kind donations; maintains accurate volunteer and donation records for reporting and audit purposes; makes routine updates to Porchlight's website; assists with email newsletters and mailed appeals; provides limited event support; and serves as the organization's first point of contact for technology and telephone needs.

VOLUNTEER COORDINATION

• Serve as the primary contact for individuals and groups who contact Porchlight through its website or other channels about volunteer opportunities.

• Respond to volunteer inquiries and provide information about available opportunities.

• Coordinate volunteer orientation and placement, as appropriate.

• Work with Porchlight program staff to identify current volunteer needs and match interested volunteers with appropriate opportunities.

• Coordinate volunteer schedules and maintain communication with individual and group volunteers.

• Maintain accurate records of volunteers and volunteer hours for agency reporting, grants, audits, and other organizational needs.

• Maintain volunteer information, procedures, and position descriptions as needed.

• Coordinate volunteer recognition and appreciation activities.

IN-KIND DONATIONS

• Serve as a primary contact for individuals, businesses, and organizations interested in making in-kind donations.

• Coordinate the receipt and distribution of in-kind donations across Porchlight programs.

• Maintain accurate records of in-kind donations, including donor information, donated items, estimated values, and distribution, as appropriate.

• Maintain documentation required for audits, grants, funder reports, and other organizational reporting.

• Coordinate the delivery and distribution of donated items to Porchlight locations.

• Maintain current information about Porchlight's in-kind donation needs.

• Provide appropriate acknowledgment and follow-up to individuals and organizations making in-kind donations.

MEN'S SHELTER COMMUNITY PARTNERSHIPS

• Identify and develop relationships with businesses, nonprofit organizations, healthcare providers, educational institutions, government agencies, and other community organizations that can provide beneficial onsite services and resources to guests at the Men's Shelter.

• Develop opportunities for community organizations and service providers to offer appropriate onsite services, programs, educational opportunities, and resources at the Men's Shelter.

• Coordinate scheduling and logistics for organizations providing onsite services.

• Serve as Porchlight's primary contact for community organizations providing onsite services at the Men's Shelter.

• Work with Men's Shelter staff to identify service gaps and opportunities for additional community partnerships.

• Maintain records of community partnerships and onsite services as needed for organizational reporting.

WEBSITE & COMMUNICATIONS

• Make routine additions, corrections, and updates to Porchlight's website, including program information, volunteer opportunities, in-kind donation needs, events, announcements, and other organizational information.

• Monitor volunteer and in-kind donation inquiries received through Porchlight's website and ensure timely follow-up.

• Prepare and distribute Porchlight email newsletters and other agency-wide electronic communications, as assigned.

• Assist with preparing and coordinating mailed fundraising appeals, including preparing materials and coordinating printing and mailing.

• Work with program and administrative staff to ensure that information on Porchlight's website is accurate and current.

• Assist with other routine organizational communication materials, as assigned.

INFORMATION TECHNOLOGY & TELECOMMUNICATIONS COORDINATION

• Serve as the first point of contact for staff technology and telephone issues. Staff experiencing problems with computers, laptops, printers, software, email, internet connections, desk phones, mobile phones, voicemail, or other technology equipment should contact the Coordinator for assistance.

• Troubleshoot routine computer, printer, software, telephone, internet, and other technology issues, resolving them when possible.

• Determine when an issue requires outside technical support and coordinate directly with the appropriate vendor.

• Serve as Porchlight's primary contact with Spectrum, Restech, SupraNet, and other technology and telecommunications providers for troubleshooting, service calls, installations, repairs, outages, and other technology needs.

• Track technology and telephone issues through resolution, including following up with staff and outside vendors.

• Set up computers, phones, printers, email, and other equipment for new and existing staff.

• Coordinate telephone extensions, voicemail, equipment changes, moves, additions, and other telephone service needs.

• Maintain an accurate inventory of computers, phones, printers, and other technology equipment.

• Coordinate equipment replacement, reassignment, disposal, and e-waste recycling.

• Coordinate technology and telecommunications needs related to staff moves, new locations, and changes to Porchlight facilities.

• Provide basic assistance and training to staff on commonly used technology, phones, and software.

• Maintain appropriate documentation regarding technology equipment, vendors, services, and accounts.

EVENTS & OTHER RESPONSIBILITIES

• Provide limited logistical support for selected Porchlight events, particularly coordination involving volunteers, in-kind donations, community partners, and event materials.

• Assist with special projects as assigned by the Executive Director.

• Perform other duties and undertake other responsibilities consistent with the position, as requested by the Executive Director.

TEAMWORK & COLLABORATION

• Work collaboratively with program and administrative staff to support Porchlight programs and organizational needs.

• Communicate effectively and build positive working relationships with clients, employees, volunteers, donors, vendors, and community partners.

• Develop and maintain strong working relationships with community organizations, service providers, and Porchlight vendors.

• Work independently, prioritize multiple responsibilities, and complete projects with limited supervision.

• Participate in organizational planning and implementation activities, as appropriate.

PORCHLIGHT VALUES & CULTURE

• Treat clients, employees, volunteers, donors, and visitors with care, kindness, respect, and dignity.

• Help create an environment that values and appreciates diversity.

• Adhere to all Porchlight policies, procedures, codes of conduct, and attendance requirements.

• Maintain strict confidentiality of client, employee, donor, volunteer, and organizational information.

• Follow Porchlight policies regarding the appropriate use of computer technology and telecommunications devices.

• Maintain appropriate professional boundaries in all interactions.

QUALIFICATIONS

• At least two years of experience in volunteer coordination, community engagement, nonprofit administration, communications, office coordination, information technology support, or a related field is required.

• Strong interpersonal skills and the ability to develop positive relationships with volunteers, donors, businesses, community organizations, service providers, vendors, and staff.

• Excellent written and verbal communication skills.

• Strong organizational skills and the ability to manage multiple projects and priorities.

• Strong computer skills, including Microsoft Office/Microsoft 365, and the ability to learn website content management, email communication, telephone, and other technology systems.

• Ability to troubleshoot routine computer, printer, software, and telephone issues and communicate more complex technical problems effectively to outside vendors.

• Ability to follow technology and telephone service issues through to resolution.

• Ability to maintain accurate records, spreadsheets, documentation, and reports.

• Ability to work independently and exercise sound judgment with limited supervision.

• Ability to occasionally work evenings or weekends for volunteer activities, community partnerships, or special events.

• Must possess a valid driver's license and have a reliable personal vehicle with current automobile insurance for travel between Porchlight locations, transporting donations and supplies, and other work-related travel as needed.

• Sincere respect and empathy for individuals experiencing homelessness, poverty, disabilities, and other barriers.

• High ethical standards and a commitment to confidentiality.