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.

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