JOB DESCRIPTION
Position: Volunteer/In-Kind Donations Program Coordinator
Hours: 20 hrs. weekly, set schedule to be determined, min 3 days weekly on-site.
Length: PT, Permanent
Wage: $21-$23 hourly
Location: Location-based with flexibility to work from home for limited hours/tasks.
Reports To: Executive Director
Updated: January 2026
Review: January 2027
GENERAL DESCRIPTION
Volunteers are a crucial part of service delivery within the agency, across all programs. The Volunteer and In-Kind Donations Program Coordinator (VC) is responsible for coordinating the recruitment, training, supervision, scheduling, and retention of all volunteers along with representing the agency in the community at volunteer-led events and coordinating agency in-kind donation programs and organization. The VC serves as the initial point of contact for community members who are looking to volunteer their time, donate their in-kind items to the agency, or organize professional volunteer days as part of corporate philanthropy days.
Programs that may involve volunteer support include Children’s Recreations, Drop-In, Emergency Shelter shift operations, Harm Reduction Programming, organization/donation sorting, charitable bingo oversight, and special events. The role includes the design, implementation, and evaluation of each program’s associated volunteer efforts and targets. The volunteers recruited by the VC should reflect a balanced diversity of individuals, local community service organizations, service users, and others who can participate in a range of volunteer service projects impacting dominantly self-identified women seeking services. In addition to volunteer supporters, the VC position provides direct administrative support to the agency, acting as the primary point of contact for in-kind donors to facilitate their donations and the oversight of the agency’s charitable bingo volunteers and scheduling.
MINIMUM QUALIFICATIONS
- Undergraduate degree in a related field is an asset, or minimum 1 or more years’ direct experience in volunteer programming and oversight
- Working experience with Microsoft suites required
- Experience working with women and in women’s organizations
- Excellent verbal and written communication skills
- Demonstrated supervisory abilities and work background
- Must have access to dependable transportation, valid Ontario driver's license, proof of insurance and be prepared to utilize personal vehicle for work-related needs (event attendance, donation support, etc.)
- Successful completion of a criminal background check and vulnerable sector check
- Demonstrated experience in supervision, program design, and implementation specific to volunteer management would be an asset
The following duties outline the requirements of the Volunteer Coordinator (VC) position; all bullet point items noted are used in instances of performance evaluation.
HUMAN RESOURCES
- Understand and adhere to contents of the Human Resource and Employee Orientation Manuals
- Participate in all scheduled staff/team meetings and any scheduled training programs
- Design, implement and evaluate designated areas of volunteer training to ensure high standards of volunteer training specific to program and client needs
- Identify and provide volunteers debriefing supports as needed and connection with outside assistance programs as needed
STUDENT PLACEMENT PROGRAM
- Provides daily task management to any assigned student and provide feedback to designated student supervisor (if applicable)
VOLUNTEER PROGRAMMING
- Ensure volunteer time sheets are in place and hours accurately tracked
- Data tracking to include: # of volunteers throughout the year (per program), total hours of volunteer support (per program) monthly and annually, # of hours of training volunteers complete, % of goal hours reached per program.
- Ensure complete volunteer personnel files are maintained, that contain at a minimum: up to date police clearance and/or vulnerable sector check (every 2 years), contact information, emergency contact, any references, completed application, documentation of any and all meetings regarding behavior, concerns, or workplace safety issues, feedback forms from staff, evaluation forms on a minimum annual basis
- Working with agency Centre Manager and Program Leads, determine individual program volunteer needs to set goals for volunteer engagement and retention monthly and annually
- Organize and complete recruitment of targeted volunteers via a variety of settings, seeking diversity in representation, ability, background, skillset, culture, ethnicity, gender identity
- Create and maintain ongoing onboarding training for volunteers
- Organizing and training of all volunteers per created and maintained minimum training standards
- All volunteers have current and up to date position descriptions of their roles
- Provide training to all incoming and ongoing staff regarding supporting volunteers within the agency (with a culture of thanks, support, sisterhood)
- Ensure mechanisms available to gather volunteer feedback in a variety of methods (surveys, online, written submission, one on one meetings, etc.)
- Exit interviews completed whenever possible with exiting volunteers
- Scheduling of volunteers to ensure full coverage per agreed upon need, monthly
- Ensure all in-kind donations are recorded accurately and efficiently within Donor Perfect (or similar), with targets of sending out thank-you responses within 3 business days
- Ensure there are donation slips, up to date and accurate, available for staff
- Train staff on appropriate acceptance of donations at the door and up to date volunteer support training for all staff
- Maintain a solid list of current agency needs of in-kind items, updated monthly or quarterly
- Oversight of in-kind donations entering the agency (first point of contact), along with organizing, processing, items being shared with St Vincent De Paul, and tracking of in-kind donation needs.
- Point of contact for any community food or other in-kind donation drives
BINGO SPECIFIC
- Ensure all charitable bingo schedules are reviewed
- Schedule agency volunteers for bingo coverage to required standards
- Act as the on call for bingo coverage dates (working bingos is required in instances of volunteer cancellation)
- Payment of any honorariums to agency volunteers attending bingos
- Ensure bingo volunteers are trained according to charitable bingo standards and provided appropriate uniforms as needed
ADMINSTRATIVE/STATISTICS
- Ensure completion of assigned program statistics as required, on-time and complete (no later than 5th business day of each month).
- Enter hours worked on weekly timesheets to be submitted in a timely and accurate manner
- Overtime monitored and kept to a minimum, for necessary or emergency deemed situations only
- Ensure requests for vacation time are submitted to Shelter Manager prior to the 10 of the month preceding the request (if applicable)
COMMUNITY
- Attendance at assigned community committee meetings; minutes/notes of updates are to be kept accordingly, and a monthly update provided to executive director on committee attendance and committee activities affecting service provision.
Other duties as assigned/applicable to the position as outlined above
Physical/Mental Demands
Strength Guidelines
This position requires lifting and carrying items. The maximum weight an employee may be asked to lift is approximately 30 lbs. (e.g., a box of paper or supplies, bins/boxes/bags of donations). This role may involve heavy lifting on a regular basis (donations), and the ability to move light to moderate loads safely is required. Strength requirements are stated in a gender-neutral manner to ensure inclusivity and fairness.
Motion Parameters
The role involves a range of physical movements depending on the task. Employees may be required to sit for extended periods, stand, or walk throughout a shift, climb stairs, climb stairs while carrying items, bend, reach, squat, kneel, or perform repetitive motions.
Vision and Hearing Requirements
Adequate vision and hearing (with or without accommodation) are required to perform the essential functions of this role. This may include reading documents or screens, observing surroundings, communicating in person or over the phone, and maintaining awareness in potentially noisy environments.
Work Environment
Work is primarily conducted indoors in a shelter setting, though employees will be exposed to outdoor weather conditions when assisting donors or volunteers in outdoor activities or while bringing donations into or out of the building. The environment involves exposure to varying noise levels, strong odors, stressful situations, heat, and cold. Employees should be comfortable working in a fast-paced setting with consistent unpredictability and frequent interruptions.
Emotional Demands
This role demands an elevated level of emotional resilience and readiness. Employees must be able to engage directly with individuals experiencing crisis, trauma, or significant distress, and manage exposure to sensitive or potentially triggering information with professionalism, empathy, and care. The role demands strong boundary-setting, emotional regulation, de-escalation skills, and a consistent capacity for compassion, patience, and non-judgmental support when supporting volunteers, service users, or donors.
HOW TO APPLY
Applicants should email a resume and cover letter outlining how they meet the specific requirements of the position to [email protected] by June 25 2026. While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. All candidates who are interviewed will be notified of the outcome of their application whether they have been successful or not within 45 days of their final interview.
Pay: $21.00-$23.00 per hour
Expected hours: 20.0 per week
Benefits:
- Casual dress
- Employee assistance program
- Flexible schedule
- On-site parking
- Work from home
Work Location: In person
