CHAPTER 2: SELECTING THE VOLUNTEER COORDINATOR

Chapter Highlights

The volunteer coordinator has primary responsibility for all aspects of the volunteer program, including:


• Planning and implementing the volunteer effort.
  
  
• Establishing and serving as liaison to the volunteer advisory committee.
  
  
• Integrating the volunteer program into the entire Head Start program.
  
  
• Ensuring that the volunteer program is in full compliance with Head Start policy.
  
  
• Designing and providing appropriate volunteer and staff training.
  
  

  The volunteer coordinator should:
  
  

• Have some advanced professional preparation.
  
  
• Be willing to continue to learn about such topics as volunteer management and organizational theory.
  
  

  The volunteer coordinator's job description should include the same kinds of information as other Head Start job descriptions. The position may be full or part time, or volunteer management responsibilities may be assigned to another staff member.

THE ROLE OF THE VOLUNTEER COORDINATOR

The volunteer coordinator has overall responsibility for the volunteer program. This person is responsible for ensuring that the volunteer program is both well integrated into the entire Head Start program and in full compliance with Head Start policy.


The volunteer coordinator supports both volunteers and staff by:

 
• Communicating program goals to the volunteer and listening to the volunteer's concerns. This two-way communication ensures that the program management is receptive to volunteer needs and interests and supports continued volunteer involvement.
  
  
• Providing leadership to staff who work with volunteers. This ensures that the program operates smoothly and is responsive to volunteer and staff needs. Without designated leadership the volunteer program lacks focus and may fail.
  
  The role of the volunteer coordinator is discussed more fully in Chapter 13: Managing the Volunteer Program.

QUALIFICATIONS FOR THE VOLUNTEER COORDINATOR

Like other Head Start managers, the volunteer coordinator should have some advanced professional preparation. Certainly course work and experience in family support systems, marketing strategies, organizational management, and interpersonal relationships will be helpful. Some volunteer coordinators are pursuing professional endorsement through the Association for Volunteer Administration. Each program will need to set qualifications, given the availability of trained professionals in the community and funding.

The volunteer coordinator should:


• Work well with Head Start families and representatives of community agencies and boards.
  
  
• Have good organizational skills.
  
  
• Be willing and able to take college-level courses, attend seminars, and read publications to learn more about volunteer management and organizational theory.
  
  
• Have the ability to speak and provide presentations to a variety of groups including professionals and board members.
  

THE JOB DESCRIPTION

The job description of the volunteer coordinator should include the same kinds of information as other Head Start job descriptions, specifically:


• The position title.
  
  
• A general description of the position.
  
  
• The specific duties included in the position.
  
  
• The qualifications for the position.
  
  
• The requirements for the position.
  
  
• The period of employment.
  
  
• The supervisor.
  
  
• The salary.
  
  The volunteer coordinator is key to making a volunteer effort successful. Responsibilities for the coordinator might include:
  
  
• Organizing a volunteer advisory committee.
  
  
• Ensuring that the volunteer plan is formulated, implemented, and revised as needed.
  
  
• Ensuring compliance with appropriate policies.
  
  
• Recruiting, screening, interviewing, and placing volunteers.
  
  
• Maintaining communications with community agencies, parent groups, and other component coordinators in the interest of ongoing volunteer recruitment.
  
  
• Providing training and necessary support services for volunteers.
  
  
• Maintaining staff support of the volunteer component.
  
  
• Providing staff training in the use of volunteers.
  
  
• Providing volunteers with feedback, evaluation, and recognition.
  
  
• Maintaining necessary documentation.
  
  
• Developing and maintaining the volunteer budget.
  
  
• Working closely with the director and fiscal officer to ensure compliance with all regulations regarding the valuation of donated services and their use as part of the non-Federal matching funds requirement.
  
  

  Depending on the size of the program and available funding, the volunteer coordinator may be full or part time. Programs should develop their own volunteer coordinator job descriptions based on program needs and available funding. A sample volunteer coordinator job description appears on the following page.

SAMPLE VOLUNTEER COORDINATOR JOB DESCRIPTION XYZ Head Start Program The volunteer coordinator has overall responsibility for the volunteer effort within the program. This includes establishing the program and recruiting, screening, placing, training, and evaluating volunteers. The volunteer manager works toward increasing Head Start's involvement and recognition in the community. SPECIFIC DUTIES Form and serve as staff liaison to a volunteer advisory committee Plan and Implement the volunteer effort Design and provide appropriate training for volunteers and staff Develop and maintain appropriate records and documentation Monitor program activities Provide monthly status reports Coordinate activities with other Head Start component managers Represent the Head Start program to other agencies in the community Other responsibilities as assigned by the director.   QUALIFICATIONS B.A. degree or alternative experience in program organization, social services, or adult learning Experience in volunteer management or community resource development Ability to organize and deliver presentations to a variety of community organizations Preference given to former or current Head Start parents.   REQUIREMENTS Fulfillment of all specified health and safety clearance requirements Freedom from conviction of child abuse or neglect Attendance at all required inservice training sessions.   SUPERVISOR Reports to the Head Start director or other staff person, as assigned.   PERIOD OF EMPLOYMENT This is a 12-month, full-time position subject to funding.   SALARY $18,OOO-$23,OOO/year, depending on experience and educational background.

COMBINED POSITIONS

When funding is not available for a separate volunteer coordinator position, Head Start programs may give responsibility for the management of the volunteer program to other staff. This staff may include:


• The parent involvement coordinator, who is already working extensively with parents.
  
  
• The social services coordinator, who is already working with various community agencies and Head Start families.
  
  
• The handicap or education coordinator.
  
  
• The Head Start director.
  
  When the volunteer coordinator position is combined with another staff position, care .should be taken to avoid overburdening the individual who holds that position.
  
  
• A revised job description should be developed to ensure that all responsibilities are Included and, where possible, integrated with existing responsibilities.
  
  
• Systems must be established to help support the volunteer coordinator. For example, a volunteer might assist with coordinating and record keeping responsibilities.
  
  
• A careful analysis of other positions in the program will reveal which program staff might be able to share some of the responsibility for the volunteer effort. Additional responsibilities should be clearly stated in revised job descriptions for those Head Start staff.
  
  
• The individual assigned responsibility for the volunteer program and the personnel committee of the policy council should be actively involved in revising job descriptions.
  
  A sample parent involvement/volunteer coordinator job description appears on the following page.
  

THE MULTIPLE PROGRAM VOLUNTEER COORDINATOR

Some community action agencies, school districts, and tribal organizations operate multiple programs and have a volunteer coordinator who is responsible for managing volunteers in all the agency's programs. Head Start programs operating in this type of organizational structure will want to establish procedures and lines of communication with the volunteer coordinator. Strategies such as holding monthly meetings or designating a specific Head Start.

SAMPLE PARENT INVOLVEMENT/VOLUNTEER COORDINATOR JOB DESCRIPTION XYZ Head Start Program This is a position combining the management of all volunteer and parent involvement activities in the Head Start program. This position includes responsibility for compliance with all standards related to parent Involvement and volunteerism in the Head Start program and for ensuring that parents and community members are involved as volunteers in all aspects of the program. This position also includes increasing Head Start's involvement and recognition in the community. SPECIFIC DUTIES Support the formation and training of the policy council Form and serve as staff liaison to a volunteer advisory committee Develop parent involvement and volunteer plans Ensure the involvement of parent and community volunteers in all program components Design and provide appropriate training for volunteers and staff Develop and maintain appropriate records and documentation Monitor program activities Provide monthly status reports and necessary statistical reports to policy council and director Represent the Head Start program to other agencies in the community Other responsibilities as assigned by the director.   QUALIFICATIONS B.A. degree or alternative experience in human growth and development, social services, or adult learning Experience in volunteer management, program development, community resource development, or parent involvement Willingness to attend inservice training and expand knowledge of parent involvement and volunteer management Ability to organize and deliver presentations to a variety of community organizations Preference given to former or current Head Start parents.   SUPERVISOR Reports to the Head Start director.   PERIOD OF EMPLOYMENT This is a 12-month, full-time position subject to funding. Fifty percent of the time is dedicated to each component area. SALARY $18,OOO-$23,OOO/year, depending on experience and educational background.

contact person may facilitate communication. When a new volunteer coordinator is hired, this person may need an orientation to the Head Start program and specific volunteer policies.

RECRUITMENT OF THE VOLUNTEER COORDINATOR

In recruiting a volunteer coordinator, staff may want to post advertisements for the position with:


• Other community-based programs using volunteers.
  
  
• Neighboring Head Start programs.
  
  
• College placement offices.
  
  
• Local newspapers.
  
  In selecting a volunteer coordinator, staff should follow the same procedures used to interview and hire other component coordinators. This will include parent participation on an interview committee and approval by the policy council.
  

POLICY REFERENCES

Policy references related to selecting the volunteer coordinator may be found in the following section of the publication, Head Start Policies: Volunteers and Community Resources:

Section 1: Authority for the Volunteer Program




DOCUMENTATION CHECKLIST Required Documentation: Volunteer coordinator Job description Verification of the policy council's approval for hiring the volunteer coordinator Recommended Documentation: Copies of advertisements placed for recruitment Interview committee meeting minutes and sign-in sheets