Volunteer Coordinator for ReClaim It and Cracked Pots

  • September 21, 2022 3:49 PM
    Message # 12927806
    Anonymous member (Administrator)

    Position Title:       Volunteer Coordinator

    Pay Scale:              $19-22 per hour depending on experience.  

    Hours:                    30 hours per week, primarily during store retail hours (W-Su 12)              With flexibility to cover other days/hours as needed

    Benefits:                 Paid sick leave and paid personal leave, Oregon Saves Retirement        Plan, No medical benefits


    Position Start Date:  Mid October


    Position Description:

    The Volunteer Coordinator is responsible for managing our volunteer program: recruiting volunteers for both ReClaim It (RCI) and Cracked Pots (CP) a non-profit environmental arts organization devoted to waste reduction and creative reuse. ReClaim It is a retail store operated by Cracked Pots, Inc.  ReClaim It sells objects and materials rescued from the waste stream to inspire people to reuse and reimagine them. Cracked Pots also carries out a series of events and activities to promote creative reuse through the arts.

    The Volunteer Coordinator is responsible for the initial training and mentoring of volunteers as well as providing ongoing support to ensure a positive experience that benefits the organization and the volunteers. The Volunteer Coordinator is responsible for developing Cracked Pots’ volunteer base through planning and implementing outreach strategies, in addition to cultivating relationships with other relevant community and neighborhood organizations and groups.


    This position requires self-motivation, initiative, problem solving and creativity. The Volunteer Coordinator will need a knowledge of volunteer scheduling tools, good communication and organizational skills, attention to detail, an outgoing personality, and a commitment to the mission of Cracked Pots. Ability to work as a team member a must.


    Covid safety restrictions are strictly upheld by all staff and volunteers


    Primary duties/responsibilities


    Recruit, orient, train, mentor and celebrate volunteers – for ReClaim it and for Cracked Pots activities.

    • Schedule regular and consistent orientations for new volunteers on a weekly basis

    • Encourage volunteer growth by Identifying specific store tasks where a volunteer can focus their energies beyond the basic roles.

    • Work closely with the Store Manager and Materials Manager to provide and schedule sufficient volunteers needed for smooth store operations .Make every effort to schedule volunteers on a consistent basis for all roles at the store, so paid staff can tend to their primary duties

    • Ensure that all volunteers are aware and mindful of the importance of honoring diversity, equity, and inclusion principles at all times - at the store and when representing Cracked Pots and ReClaim It in public.  Hold volunteers accountable if their behavior is inappropriate, offensive, or insensitive.

    • Create a regular volunteer newsletter providing volunteers with necessary, informative and helpful information that will enhance and improve the volunteer experience.


    Perform a variety of activities related to community outreach:

    • Assist with organizing special events and other fundraising initiatives, and help with identifying volunteer roles for those activities.

    • Maintain a calendar of outreach activities including community events and other communication opportunities

    • Nurture new and old relationships with collaborative partners that provide conduits for volunteers, internships, etc. such as IRCO, Hands On Portland, POIC (Portland Opportunities Industrialization Center) and other similar organizations.

    • Develop a community outreach and engagement plan that reaches BIPOC communities

    • Build and sustain working relationships and communication with affiliated groups and serve as liaison to the groups identified by the Board



    Be flexible with performing different duties/tasks depending on need in an ever changing work environment, including tasks required for store coverage as needed.


    Monitor safety standards in all areas of the workplace, making sure volunteers are adhering to best practices, including Covid protocols.


    Maintain our volunteer scheduling software (Volgistics) to ensure it is up to date and accurate and train all volunteers in the use of Volgistics. Previous experience with Volgistics is highly desirable.


    Facilitate training specific to the Transfer Station volunteer gleaners and ensure completion of all paperwork for gleaners.


    Collaborate with the staff Gleaner, when needed, to schedule volunteers and the truck for the regular pickups from the Metro Transfer Station 


    Monitor in store volunteer sign up, and contact potential volunteers on a weekly basis.


    Monitor the volunteer email and respond to emails/texts from the public, your supervisor, and other staff by next working day.  Respond to phone calls to the volunteer-specific phone line each workday.


    Communicate and work cooperatively with all other staff to ensure everyone can contribute to the success of ReClaim It. 

    Attend all staff meetings and board meetings as requested

    Create a monthly board report reflecting volunteer statistics and activity.

    Work with Board members to identify Board Support roles and to create the Advisory Board roles. 


    Update volunteer policies and training materials when needed


    Submit timesheet to your supervisor immediately after last working day of the month to ensure receipt of paycheck on time. 


    Be responsible for all other tasks listed on the more detailed Employee Task List.


    Report Structure

    It is the intent of Employer that both Employee and Employer commit to open communication and clear task assignments. Employee will report directly to the Store Manager. The above-mentioned duties (or other tasks determined by the Board) will be assigned to Employee by the Store Manager.


    Knowledge Skills and Abilities The ideal candidate will have:

    • Minimum of 2 years verifiable experience coordinating and managing volunteers 

    • Excellent organizational and multi-tasking skills

    • Strong interpersonal, networking, and diplomatic skills to forge and foster relationships with potential partners and community based organizations

    • Experience with Volgistics volunteer tracking system highly desirable

    • Excellence at motivating and rewarding volunteers

    • Ability to track multiple projects, to think independently and creatively and demonstrated skills working with volunteers and the public

    • Demonstrated skills with computer programs including Word, Excel, Google Docs

    • Availability and openness to flexible working hours

    • Demonstrated commitment to recycling and reuse and a commitment to natural resource conservation

    • Reliable means of transportation

    • Fully functioning cell phone

    • Capability and willingness to work in an environment that includes dirt, dust and mold.

    • Ability to life and carry up to 30 pounds


    Cracked Pots is committed to a nondiscriminatory approach and to providing equal opportunity for employment and advancement in our organization. We want our search process to do the best job possible to attract a diverse pool of applicants, and will take special care to ensure procedures are free from biases related to a candidate’s age, race, gender, religion, sexual orientation, and other personal characteristics that are unrelated to their job performance.


    To apply for this position submit a brief cover letter and your resume to: 

    Apply22@reclaimitpdx.org. Please put your name and “volunteer coordinator in the subject line (ie. Jay Smith, Volunteer Coordinator)


    Applications will be accepted until midnight on Sept 30, 2022. Late applications will not be considered.



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