Volunteer Coordinator

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Last Updated on 2 years by IMYM Tech Lead

(03/07/18)

Purpose: The Volunteer Coordinator arranges and oversees volunteers at the annual gathering.

Appointment: The Nominating Committee names the Volunteer Coordinator to a three-year term, which they may renew as desired.  Having a working knowledge of Excel files makes this job much easier.

Responsibilities:

The Volunteer Coordinator will:

  1. Consult with the clerk, registrars, and the coordinators of operations in determining what jobs need volunteers. For example:
    1. Spanish translation
    2. Hosting/organizing luncheon and other activities for new attenders
    3. Bookstore assistance
    4. Children’s Yearly Meeting
    5. Junior Young Friends
    6. Communication/information center
    7. Daily bulletin
  2. Help coordinators in recruiting volunteers prior to the annual gathering.  The volunteer information comes in when friends return their registration; so much of this work is done in May after registration closes.
  3. Send to the coordinators of the various positions the lists of their volunteers.
  4. Arrive at the annual gathering early on the first day to add volunteer information to the packets.
  5. Help in orienting volunteers as they arrive at the annual gathering.
  6. Oversee the Communication/Information Center.
  7. Prepare a report evaluating your experience, even if your term has ended, with any suggestions for needed changes.  Submit this to the Registrars and Clerk of the Arrangements Committee sometime in July or August.
  8. Review your position description after you have finished your term and send any changes or additions you feel are needed to the Clerk of Procedures Committee.  If you find issues before that send them earlier.   


Reporting: The Volunteer Coordinator reports to the Registrar and can attend the meetings of the Arrangements Committee.

Financial Arrangements: The Yearly Meeting pays the expenses of the Volunteer Coordinator to meetings of the Arrangements Committee.  Incidental operating expenditures for clerical supplies, communications, etc. may be submitted to the Treasurer for reimbursement.  The Treasurer should be consulted before incurring any unusual expenses.