Volunteer Coordinator

HOURS: Part-time, 20 hours/week (non-exempt)

COMPENSATION: $20/hour

REPORTS TO: Board President (Administrative/HR supervision), Partnerships Manager (Functional/Operational supervision)

LOCATION: Hybrid. Combination of work from home. When in person, primarily Forward Garden, with periodic presence at Schulte and other garden locations as needed.

WHO WE ARE

Madison Area Food Pantry Gardens (MAFPG) is a nonprofit 501(c)(3) with the mission: “Providing highly desirable, first-choice produce to Dane County neighbors in need.” Across our network of 10 gardens, MAFPG sustainably grows, respectfully gleans, and coordinates equitable distribution of more than 100,000 pounds of culturally meaningful produce each year. Working alongside thousands of volunteers and garden leaders of all abilities—and strengthened by community partners and nonprofit collaborators—we improve nutrition security and community health by increasing dignified access to high-quality fruits and vegetables year-round. Volunteers are central to MAFPG’s work, and the Volunteer Coordinator plays a key role in strengthening these relationships.

POSITION SUMMARY

The Volunteer Coordinator oversees volunteer communications, scheduling, recruitment, and administrative systems across MAFPG’s 10-garden network. This role ensures that volunteers—whether new, returning, or part of a larger organized group—receive timely communication, clear instructions, and a welcoming and meaningful volunteer experience.

The Volunteer Coordinator collaborates closely with MAFPG staff, garden leaders, and lead volunteers to ensure consistent volunteer experiences, accurate scheduling, and effective coverage during open sessions and special volunteer sessions. It is expected that the Volunteer Coordinator welcomes new groups and supports volunteers while engaging in farming operations. Open sessions should be attended when able.

All staff must comply with MAFPG’s Outside Employment Policy, ensuring that outside work does not interfere with responsibilities or required availability.

PRIMARY RESPONSIBILITIES

1. Volunteer Recruitment, Communication & Scheduling

• Serve as the primary administrative point of contact for all volunteers.
• Respond promptly to volunteer inquiries and provide clear pre-visit expectations.
• Coordinate sign-ups for open and special volunteer sessions.
• Assist corporate, school, community, faith-based, and other volunteer groups in planning their visit.
• Manage volunteer registration systems and maintain accurate volunteer data.
• Ensure timely and appreciative follow-up communication and invitations to return.

2. Coordination with Partnerships Manager & Production Manager

• Work under the functional direction of the Partnerships Manager on group scheduling, size limits, communication needs, and volunteer flow.
• Coordinate with the Production Manager to understand weekly volunteer task needs.
• Ensure that every open and special volunteer session is staffed by at least one representative from MAFPG (staff, garden leader, or lead volunteer).
• Maintain shared calendars, communication tools, and scheduling systems.
• Help develop consistent volunteer systems across weekdays, evenings, and Saturdays.

3. Volunteer Engagement & Onsite Support

• Welcome and check in volunteers during open or group sessions when needed.
• Provide a standard orientation to the site and background about MAFPG to new groups.
• Support flow, safety reminders, and engagement for large groups.
• Help identify volunteers ready for deeper involvement (e.g., regular shifts, leadership roles).
• Foster an inclusive, welcoming, mission-centered volunteer culture while developing relationships with volunteers by engaging with them through work sessions.

4. Volunteer Program Administration & Systems Development

• Maintain volunteer contact lists, waivers, data records, and communication histories.
• Help develop and refine volunteer systems supporting recruitment, communication, retention, and data tracking.
• Evaluate volunteer trends and share insights with staff.
• Support volunteer appreciation events, tours, and partner visits.
• Share feedback from volunteers to improve systems and experiences and also participate periodically in more formal volunteer surveys and focus groups.

5. Collaboration with Marketing & Events Manager

• Provide volunteer stories, photos, testimonials, and highlights for use in communications.
• Assist with volunteer recruitment messaging, social media posts, newsletters, and event promotions.
• Support coordination for volunteer-centered events or support development of volunteer training opportunities.
• Include the Marketing & Events Manager in group volunteer days or special opportunities when appropriate.

6. Collaboration with Garden Leaders & Network Gardens

• Support communication with volunteer Garden Leaders across MAFPGs’ 10-garden network.
• Help maintain consistent volunteer processes, expectations, and resources across all gardens.
• Assist Garden Leaders with volunteer recruitment and communication tools.
• Serve as a connector between staff, partners, and Garden Leaders to ensure smooth volunteer experiences.

7. Committee & Executive Committee Interface

• Collaborate with Policy & Governance on volunteer policies, training materials, and safety protocols.

REQUIRED QUALIFICATIONS

• Strong interpersonal and communication skills, with the ability to engage volunteers warmly and professionally.
• Experience in volunteer coordination, event coordination, customer service, or community engagement.
• Strong organizational skills and ability to manage multiple schedules and communication platforms.
• Comfort working outdoors and supporting volunteers in farm environments.
• Ability to collaborate closely with field staff, volunteers, and garden leaders.
• Ability to comply with MAFPGs’ Outside Employment Policy.
• Proficiency with email, calendars, basic databases, and Google Workspace.

PREFERRED QUALIFICATIONS

• Experience working with volunteers in nonprofit, community, or food access settings.
• Experience coordinating corporate or community volunteer groups.
• Familiarity with volunteer coordination platforms to manage, automate, and synchronize all aspects of volunteer engagement.
• Experience in food access, agriculture, or outdoor volunteer programs.

WORK SCHEDULE

• Part-time, 20 hours/week. Staff meetings occur weekly to ensure optimal volunteer coordination relative to evolving volunteer needs each week. Some weekday evenings and Saturday mornings may be required to support volunteer groups or special events. Outside employment must not interfere with the responsibilities or scheduling requirements of this role.

COMPENSATION & BENEFITS

• Hourly wage range: $20/hr
• Paid holidays (New Year's Day, Martin Luther King, Jr Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples' Day, Veterans Day, Thanksgiving Day, Christmas Day)
• Leave is 8 days per 30 weeks
• Professional development opportunities

APPLY

MAFPG is an Equal Opportunity Employer. Interested applicants should send a resume and cover letter to: matt@foodpantrygardens.org. Selected applicants will be requested for an interview (virtual or in-person) and a visit to Forward Garden. The application deadline is February 6, 2026. If someone is hired prior to February 6, 2026, applications will no longer be accepted.