Volunteer Resources Coordinator (16 Month Contract)

The coordinator fully participates in the volunteer engagement efforts of the department, while supporting a wide range of activities within the volunteer management cycle. These activities ensure that the agency has a well-trained team of volunteers with a high retention rate. The coordinator demonstrates integrity, professionalism, leadership, and attention to detail.

We are looking for: A full-time contract Volunteer Resources Coordinator (16 Month Contract)

Hours of Work: 34 hours/week. Mon – Thurs: 8:30AM – 4:30PM, Fri: 8:30AM – 3:30PM. This is a hybrid work from home role.

Reports to: Director, Volunteer Resources

Compensation

Hiring Salary Range: The salary for this role ranges from $47,000 to $58,500 per year, depending on your skills and experience.

Responsibilities

• Understand the Canadian Code for Volunteer Involvement and assist in ensuring the standards are followed.
• Provide regular support to volunteers in all programs.
• Provide phone support to volunteers, keeping Supervisor informed of any potential issues.
• Assist in distributing yearly volunteer satisfaction surveys and Annual Update forms to volunteers.
• Assist in the ongoing recognition of volunteers both formally and informally.
• Coordinate activities that enhance a volunteer’s experience.
• Generate reports and analyze trends from EasyCare. Compile monthly reports from volunteers, ensure volunteer hours are entered into EasyCare and inform supervisor of any concerns.
• Responsible for overseeing the opening and closing of volunteer files in EasyCare.
• Ensure electronic copy files are complete, without missing documents, and are up to date.
• Work with placement students within Volunteer Services.
• Other administrative tasks as required for the position.
• Assist in developing and implementing a marketing strategy to recruit new volunteers from a diverse pool of candidates.
• Assist in interviewing and screening potential volunteers.
• Assist in advertising positions on external volunteer recruitment websites.
• Staff agency booth at recruitment fairs.
• Assist with the coordination of the on-boarding process for new volunteers, including paperwork completion, workspace set-up, and other needs specific to the volunteer.
• Facilitate the agency volunteer orientation.
• Ensure all screening documentation is complete.
• Ensure all volunteers have a current ID badge.
• Provide training to all Friendly Visitors, Phone Pals, medical escorts, clerical and grocery pick-up volunteers.
• Oversee the matching of clients and volunteers.
• Assist with program delivery where needed i.e., LGT, Compassionate Communities Legacy and Link Generations.
• Ensure all departing volunteers receive an exit survey.

Management of Relationships with Internal and External Partners

• Lead by example and demonstrate organizational values in all personal behaviours.
• Participate in Circle of Care cross-functional project teams to contribute skills, competence, and training knowledge.
• Communicate and support key internal business partners, inclusive of problem solving and troubleshooting support.
• Facilitate concise, accurate, two-way, and timely communication of all training information between department and key internal/external stakeholders.

Team Participation and Demonstration of Leadership Skills

• Lead by example, by demonstrating a positive attitude, a strong work ethic and a willingness to learn and be flexible in the face of change.
• Support the organization’s vision and departmental goals/objectives by performing work in a high-quality manner and identifying opportunities to improve work in direct alignment to Circle of Care’s goals.
• Actively participate in teams by listening, adding information and ideas to team dialogue.
• Take initiative to help make things happen on the team and volunteer for assignments that will help the team achieve success.
• Consistently follow through on all assigned tasks, on time and in a high-quality manner.
• Identify issues or problems and strive to get issues out in the open for discussion and then collaborate with others to find solutions and form action plans.
• Support team members and colleagues by providing encouragement, assistance and celebrating successes.
• Review department processes to identify opportunities for improvement, develop solutions, and collaborate within the team to take action.
• Participate in quality improvement activities with Circle of Care.

Risk, Health and Safety Management

• Identifying and reporting health and safety incidents and concerns in a timely manner to the appropriate supervisors and/or funders, documenting incidents in EasyCare and escalating appropriately to the designated supervisors as outlined in the Client Safety Reporting policy (C.01.38).
• Participating in health and safety processes and procedures.
• Participating in maintaining a safe workplace environment by cultivating a positive safety culture and encouraging best practices to promote both staff and client safety and well-being.
• Participating in all health and safety training initiatives on a regular basis.
• Taking proactive action against client incidents within your scope of practice.
• Being actively involved in the improvement of the reporting system to prevent future recurrences.
• Developing a plan to identify, manage and/or minimize client safety risks or situations in adherence with risk management operations policies.
• Facilitating the planning discussion in the preparation stage prior to disclosure, with the goal of enabling a supportive and effective conversation.
• Promoting a culture of safety by being responsible for encouraging blame-free reporting.
• Investigating adverse events by performing a root cause analysis and gathering all relevant information as it pertains to the event.

Qualifications

• 1+ years of experience working in a volunteer program.
• Post-secondary degree/diploma in marketing, HR, social services, or a related field.
• Certificate in Volunteer Management from a community college.
• Ability to work with a diverse group of volunteers.
• Ability to manage multiple projects in a fast-paced environment.
• Exceptional communication (both oral and written) and organizational skills.
• Understanding of health care environment is an asset.
• Excellent Microsoft Office skills and proficiency with social networking applications.
• Additional language skills are an asset (Russian)

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