Volunteer Coordinator

Role Type

Volunteer Position

Overview

The Volunteer Coordinator serves as the central hub of MKMC's volunteer infrastructure, managing the complete volunteer lifecycle from initial inquiry through active service and long-term engagement. This strategic role transforms volunteer interest into sustained community contribution by building efficient intake systems, matching volunteers to appropriate roles, delivering comprehensive onboarding, and maintaining ongoing volunteer satisfaction and development. You report to Operations Director  and work cross-functionally with all department leads.

Key Responsibilities

  • Design and implement volunteer intake system capturing inquiries, skills, interests, and availability through standardized forms

  • Match incoming volunteers to appropriate roles based on organizational needs, volunteer capabilities, and mutual fit

  • Develop and deliver comprehensive onboarding program ensuring volunteers understand MKMC mission, policies, and role expectations

  • Maintain centralized volunteer database tracking active volunteers, assignments, hours contributed, and engagement levels

  • Build retention systems including recognition programs, feedback mechanisms, and volunteer appreciation initiatives

  • Coordinate quarterly volunteer training sessions in collaboration with department leads

  • Serve as primary point of contact for volunteer questions, concerns, and conflict resolution

Expectations & Commitment

  • Time Commitment: 10–12 hours per month (intake processing + onboarding + coordination + systems management)

  • Reporting: Direct report to Operations Director  with monthly volunteer metrics and pipeline updates

  • Strategic Planning: Submit 6-month volunteer recruitment and retention strategy within 30 days

  • Database Management: Maintain accurate, up-to-date volunteer records in centralized system

  • Professional Development: Participate in quarterly volunteer training sessions

Success Metrics

  • Process 100% of volunteer inquiries within 48 hours with clear next steps

  • Achieve 80% successful placement rate of incoming volunteers within 30 days of intake

  • Maintain volunteer database accuracy of 95%+ with current contact and assignment information

  • Deliver onboarding to 100% of new volunteers before first assignment

  • Achieve 85% volunteer retention rate quarter-over-quarter among active volunteers

First 90-Day Priorities

  • Audit current volunteer roster, identify gaps in documentation, and establish baseline metrics

  • Build standardized intake form and volunteer database system (Google Forms + Sheets or CRM)

  • Create onboarding program including orientation materials, policy handbook, and welcome process

  • Establish communication protocols with all department leads for volunteer need identification and matching

  • Launch volunteer recognition system (monthly spotlights, appreciation events, service milestones)

  • Process backlog of pending volunteer inquiries and establish response time standards

Systems & Tools

  • Google Forms for volunteer interest intake and skill assessment

  • Google Sheets or CRM for centralized volunteer database and tracking

  • Email and WhatsApp for volunteer communication and coordination

  • Shared calendar for onboarding sessions and training events

  • Document repository for onboarding materials, policies, and role descriptions

Ideal Candidate Profile

  • Strong interpersonal skills with ability to assess people's strengths and match them to suitable roles

  • Excellent organizational abilities to manage multiple volunteers, inquiries, and assignments simultaneously

  • Systems thinking approach to building scalable, sustainable volunteer infrastructure

  • Experience in volunteer coordination, HR, recruitment, or community organizing preferred

  • Detail-oriented with high follow-through on administrative tasks and database maintenance

  • Warm, welcoming communication style that makes volunteers feel valued from first contact

  • Understanding of MKMC's diverse programming needs across all departments

Why Join MKMC

This role serves as the engine that powers MKMC's entire volunteer ecosystem, enabling every program and initiative to function effectively. Your systems and care directly determine whether community members transform from interested observers into active contributors whose service earns them immense reward. You build the infrastructure that allows MKMC to maximize community participation while ensuring volunteers have meaningful, sustainable experiences that keep them engaged for years.

How to Apply

To apply, please email apply@masjidkhadijah.ca with your name, background, and the position you are applying for.