Volunteer Coordinator

Position Summary - Assigned by FIRST Headquarters - Key Volunteer Position

This individual is responsible for recruiting, assigning, and managing volunteers at their assigned FIRST event.

Position Overview

  • Leadership volunteer position, significant level of responsibility
  • High visibility role
  • Serve as a role model for other volunteers by adhering to FIRST standards and following FIRST direction
  • Interesting and varied responsibilities
  • Physically active role, not sedentary
  • The Volunteer Coordinator position is nominated by the Regional Director or Planning Committee. Once the information is received by the Volunteer Resources Department, the Volunteer Coordinator will be assigned and contacted by FIRST Headquarters.

Responsibilities

  • Participate in all required Volunteer Coordinator training provided by FIRST HQ, including conference calls and webinars.
  • Attend Planning Committee Meetings as applicable.
  • Read and review all written material, including Volunteer Coordinator Manual and files posted on www.box.com account.
  • Recruit volunteers to assist in preparation for and execution of the event by the deadline set by FIRST.
  • Track and assist all volunteers with completing their information, and applying to the event, in the FIRST Volunteer Information and Matching System (VIMS).
  • Assign all volunteers in the FIRST Volunteer Management System (VMS) by the deadline set by FIRST.
  • Track and ensure all volunteers have passed screening prior to assignment in the VMS. Work with FIRST Youth Protection Program on any screening issues or questions.
  • Ensure all Key Volunteers have completed their training and certification as applicable prior to the deadline set by FIRST.
  • Communicate with volunteers pre-event, during the event and after (as applicable).
  • Create and distribute Volunteer Orientation material (PowerPoint, webinar, email blast) to all volunteers prior to the event.
  • Order volunteer apparel and material through FIRST volunteer ordering site by the deadline set by FIRST.
  • Communicate with FIRST HQ promptly about any volunteer staffing concerns or issues.
  • Supervise volunteer performance and report any issues or concerns to FIRST or the Planning Committee (as appropriate).
  • Resolve unexpected issues with professionalism, graciousness and tact.
  • Maintain confidentiality of volunteer personal information in compliance with the FIRST Privacy Policy and User Agreement
  • Ensure that Gracious Professionalism® and Coopertition® is understood and demonstrated by all event volunteers.

Travel

  • Must be willing to travel to attend the FIRST Robotics Competition event. Travel expenses are not paid by FIRST.

Experience and Skills Needed

  • Prior experience as a FIRST volunteer is preferred, but not necessary
  • Understand and be able to publically present the FIRST mission
  • Strong interpersonal and communication skills (written and oral)
  • An understanding of office and internet technology, and the ability to utilize them
  • Ability to manage and supervise others
  • Ability to collaborate with others; work as a member of a team
  • Attention to detail

Time Commitment

Pre-event preparation; two to three-day on-site commitment; on-site volunteer orientation meeting* (if applicable)

September through December: Approximately 10 hours per week

January and February: Approximately 15 hours per week

March and April: Up to 20 hours per week

Training

Training will be provided throughout the season from FIRST HQ. Training will be provided via conference calls, email blasts, webinars, and written material. Also, a “Veteran VC Mentor Program” will be available to Rookie (new) Volunteer Coordinators.

Reporting Relationships and Supervision

Volunteer Coordinators will report directly to FIRST HQ and their Regional Director or Planning Committee. Support will be provided by FIRST HQ, the Regional Director and the Planning Committee.