The Volunteer and Events Coordinator is expected to oversee, manage, develop, guide and supervise all volunteer functions within the Centre while working under the supervision of the Executive Director. Decision making is to be shaped by: 1) the mission and vision goals of the Society; 2) the Strategic & Business Plans goals; and, 3) the protocols established by policies and procedures developed and adopted by the Board of Directors. The primary objective of the position is to build a strong volunteer program that ensures a community of supporters in the successful operation of the Centre. The Volunteer and Events Coordinator needs to be a high-energy, self-directed, enthusiastic, friendly and creative individual who genuinely enjoys working with older adults.
Develop, Manage and Monitor the Volunteer Services of the PSDICS.
- Recruitment & Screening: Develop outreach strategies, create volunteer marketing materials, and conduct interviews and background checks.
- Onboarding & Training: Implement orientation programs and ensure volunteers understand their duties, safety guidelines, and the organizations mission.
- Placement & Scheduling: Assign volunteers to shifts and roles that match their availability and skillset, maintaining an organized database of records.
- Retention & Recognition: Plan appreciation events, send regular newsletters, and ensure volunteers feel valued and engaged.
- Compliance & Support: Monitor volunteer performance, address concerns, and ensure all activities adhere to health, safety and legal regulations.
- Updating volunteer manual;
- Manage a budget for the Volunteer Services;
- Develop and work with a team of coordinators who oversee areas of specific responsibility; i.e. Front Desk;
- Maintain accurate records and manage volunteer information in a secure and confidential manner;Develop and promote volunteer opportunities within the organization.
- Communicate and promote volunteer opportunities available at the Centre;
- Develop, conduct and/or arrange for appropriate levels of volunteer orientation and training;
- Maintain & post up-to-date Volunteer Job Descriptions for each volunteer assignment on or website and other platforms;
- Ensure enough volunteers are assigned to support the various areas of operations; to include reception, kitchen and café, special events, rental contracts, set up/take down, and marketing and publicity;
- Maintain a master list of all volunteers assigned special responsibilities;
- Develop & communicate guidelines for volunteers; i.e. Recording hours of service, dress code, etc.
- Evaluate all aspects of volunteer programs to ensure effectiveness and to recommend/implement changes as appropriate;
- Provide opportunities for increasing levels of responsibility; i.e. coordinator
- Survey staff, event coordinators, activity leaders regularly to assess needs for volunteer assistance;
- Develop, conduct and/or arrange for appropriate levels of volunteer orientation and training;
- Maintain & post up-to-date Volunteer Job Descriptions for each volunteer assignment;
- Maintain a master list of all volunteers assigned special responsibilities; i.e. webpage
- Evaluate all aspects of volunteer programs to ensure effectiveness and to recommend/implement changes as appropriate;
Events support
- Assist in executing social events, Dinners & Dances, Musical Bingo, Christmas Market, Community Parades; event set up, ticket sales; requires being on-site.
- Have or Acquire Serving It Right Certification
- Work with the Events Committee to ensure volunteer needs are met for each event;
- Respond quickly to evolving event needs with resourceful, on-the-spot problem solving.
- Ability to work a flexible schedule, including occasional evenings, weekends as required by event schedule.
Community engagement
- Establish a connection with Volunteer Penticton in order to publicize opportunities for volunteers;
- Host and attend recruiting events within the community to attract qualified candidates;
- Develop and maintain relationships with other non-profits in the area who depend on volunteers;
- Establish a system of shared responsibility with a team of coordinators
- Develop at strong team of Volunteer Coordinators to assume key areas of responsibility i.e. reception, kitchen, in-house maintenance, craft room, pool room, etc;
- Meet regularly with coordinators to determine needs;
- Work with team coordinators to establish a chain of command for volunteers;
- In conjunction with team coordinators, update handbooks when required for each area of responsibility; i.e. kitchen duties;
- Act as a single point of contact for communications with team coordinators;
- Confer with team coordinators to resolve grievances and promote cooperation and interest;
- Interact with coordinators on a regular basis in order to build a supportive, caring environment;
- Work proactively with coordinators to ensure information is accurate and timely;
- Review coordinator’s performance at scheduled intervals.
Establish effective lines of communication
- Facilitate distribution of information relevant to coordinators and volunteers;
- Author updates, as needed, for coordinators and volunteers;
- Update Volunteer Handbook and Volunteer Job Descriptions as needed;
- Develop a system for regular feedback and an annual satisfaction survey;
- Maintain accurate records and provide timely statistical and activity reports on volunteer participation;
- Establish and manage volunteer information on the Centre’s social media sites.
- Discuss innovations and changes with the Executive Director before implementation.
Develop and oversee program budget.
- Manage the budget for Volunteer Services;
- Prepare an annual budget that is to be presented to the Executive Director;
- Establish budgets for individual special events and recognition rewards for volunteers;
Be knowledge of technology.
- Be knowledgeable of the technology programs used at the Centre; i.e. Clover, myseniorcentre
- Train volunteers to use office and specialized equipment when appropriate; i.e. Clover System
Manage office responsibilities.
- Prepare a monthly report for the Executive Director that includes statistical information (myseniorcentre) showing volunteer involvement and value of the volunteer hours;
- Handle telephone, voicemail, written, and e-mail inquiries for information regarding volunteering in a timely manner;
- Schedule training, orientation and interviews in consultation with others who may be involved;
- Create, maintain and revise, as needed a master manual of operations for the Manager of Volunteer Services;
- Manage volunteer data in a secure manner;
- Conduct post-event contacts to track successes and identify problems so relationships are maintained and system improvements are made;
- Maintain accurate records and provide timely statistical and activity reports on volunteer participation;
- Maintain an up-to-date master list of volunteers;
Job Type: Part-time
Pay: $39,000.00 per year
Benefits:
- Casual dress
- On-site parking
Education:
- Secondary School (preferred)
Work Location: In person
