Job Posting – Volunteer Coordinator

Volunteer Coordinator

Reports To:                         Program Manager

Position:                              Unionized CUPE 3495- Full-Time

Salary:                                   As Per Collective Agreement

Position Start Date:         To Be Determined

 

The Organization:  QMUNITY is BC’s LGBTQ2S+ community hub and exists to improve queer, trans, and Two-Spirit lives. We do this in three ways: by supporting individuals, by strengthening our communities, and by leading the way towards legal and lived equality.

QMUNITY operates on the traditional, ancestral and unceded territories of Indigenous people across British Columbia.  In particular, QMUNITY offices are located on the Coast Salish territories of the Musqueam, Squamish and Tsleil-Waututh Nations.

Diversity: QMUNITY is committed to equity and prioritizes applications from underrepresented groups including trans and gender variant persons, Indigenous persons, persons of colour, and persons with disabilities.

Purpose: The Volunteer Coordinator is responsible for the recruitment and management of volunteers and the organization of volunteer events and programs. Job duties include: training new volunteers and assigning them to particular jobs; tracking volunteer hours, supporting and evaluating volunteers; and providing oversight to Information Referral Service (IRS).

 

Responsibilities:

Volunteer Management:

  • Establishes and manages a team of volunteers to provide information, referral and reception services
  • Develops and supports program staff with strategies related to recruitment and retention of volunteers across all programs
  • Coordinates the weekly volunteer schedule (IRS), managing tasks and communication regarding their availability
  • Provides logistical support for donor cultivation events
  • Ensures that volunteers receive the appropriate level of supervision and support
  • Serves as a liaison between volunteers and program staff
  • Ensures that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations
  • Ensures that volunteers have access to clinical support and supervision

Volunteer Recruitment:

  • Uses a variety of recruiting methods such as networking, tabling, volunteer digest, social media, and local media to recruit volunteers
  • Reviews volunteer opportunity descriptions in consultation with program staff
  • Reviews and implements effective strategies to recruit effective volunteers with needed skills
  • Contacts previous and dormant volunteers
  • Records and tracks all volunteer information including duties and hours

Volunteer Screening:

  • Screens volunteers, including interviewing candidates, conducting background checks and verifying references
  • Develops and implements an intake and interview protocol for potential volunteers to ensure the best match between skills, qualifications and interests of the volunteers with the needs of QMUNITY

Volunteer Scheduling:

  • Organizes and tracks volunteer time slots
  • Introduces program volunteers to program staff. Program staff will oversee these volunteers directly:
  • Youth (Queer Prom if requested by program staff)
  • Seniors (Friendly Visitor, Hoet, Spring Fling etc)
  • Practicum (Non-counselling)
  • Provides direct oversight and supervision of the following volunteers:
  • Information Referral Service
  • Pride Volunteers
  • Service Volunteers (Tax, Legal, Employment)
  • Event Volunteers (STR, IDAHOT, Legacy) in collaboration with Fundraiser
  • Corporate Volunteers
  • Outreach Volunteers (Booth)
  • Works with program staff who request volunteers to ensure adequate volunteer coverage and the appropriate placement of volunteers

Volunteer Training:

  • Ensures that volunteers learn about QMUNITY and its volunteer policies
  • Conducts orientation and training of volunteers and informs them of their roles; ensures that volunteers:
  • Are punctual for their volunteer duty or shift;
  • Are reliable and responsible;
  • Communicate any issues or concerns;
  • Complete duties as assigned and directed;
  • Accept guidance from their supervisor;
  • Be willing to learn and participate in orientation, training programs, and meetings;
  • Understand the role of the paid staff, counsellors, student counsellors; maintain a smooth working relationship and stay within the bounds of the volunteer role;
  • Keep sensitive organizational information confidential;
  • Comply with policies and procedures of the organization.
  • Coordinates volunteer orientations and training sessions prior to the event to ensure understanding of roles and responsibilities of volunteers
  • Ensures adequate training is provided for volunteers
  • Explains rules and regulations
  • Implements QMUNITY’s policy for handling complaints or any issues of concern
  • Conducts regular performance reviews of volunteers in collaboration with program staff
  • Provides guidance and support to volunteers

Volunteer Recognition:

  • Organizes regular volunteer appreciation events; ensures that volunteer appreciation gifts are prepared
  • Ensures that volunteers are recognized

Administration:

  • Produces monthly statistical records and reports including regular status up-dates and final event reports
  • Administers and monitors expenditures for the volunteer program against the approved budget
  • Organizes volunteer booth for outreach purposes
  • Manages volunteer digest/ volunteer newsletter in collaboration with the Visual Communications Designer

Event Management:

  • Assists in the planning and implementation of major events, including the Annual Vancouver Pride Festival. Assigns volunteers to various outreach locations as required
  • Supervises production of events – works with event sponsors and internal/external teams on all aspects of planning
  • Coordinates logistical, budgetary, scheduling, and follow-up aspects for a range of community events and gatherings. This includes: researching costs, creating event plans, arranging food, space bookings, and invitations, and compiling post mortem results and/or archiving event-specific materials

Peer Support Groups:

  • Serves as the point of contact and staff resource for peer-led community support groups, and provides needs assessments for group facilitators
  • Collaborates with management and staff on projects and activities in order to strengthen programs and services

 

Knowledge & Experience:

  • A relevant Post-Secondary Diploma or Degree or equivalent experience
  • Experience recruiting, training and supporting volunteers in a community setting
  • Excellent interpersonal and communication skills
  • Experience working within queer, trans, and Two-Spirit communities
  • Ability to speak a language other than English is an asset
  • Advanced written and verbal communication skills (bilingual is an asset)

 

Job Skills & Abilities:

  • Knowledge of trends within volunteer sector
  • Working knowledge of Microsoft Office suite (particularly Excel)
  • Demonstrated ability to work within a team as well as working independently
  • Demonstrated experience managing people
  • Commitment to the principles of volunteerism and the value of community development
  • Ability to use sound judgment and maintain discretion and confidentiality at all times
  • Ability to build rapport with donors, volunteers, and the public with diplomacy, discretion and customer-service orientation
  • Ability to organize, multi-task, problem-solve and remain flexible within a fast-paced and changing environment

 

Requirements:

  • A criminal record check must be undertaken
  • Adheres to all policies and procedures established by the organization
  • The ability to take initiative and be a strong team participant
  • Experience handling confidential and sensitive information
  • First Aid, CPR and ASIST certification is an asset
  • Valid BC Driver’s license (preferable)
  • Documentation that the applicant is legally approved to work in Canada

 

Accountability:

The Volunteer Coordinator reports directly to the Program Manager. Please note that QMUNITY is a unionized workplace and staff are represented by CUPE 3495. This position is within the bargaining unit.

Hours of work:

This is a permanent full-time position (37.5 hours/week). Usual hours of work are Monday to Friday, 10am to 6pm. Occasional evening and weekend hours may be required.

Accessibility:

QMUNITY’s main office is located on the second floor of the building, with only stair access to the space.

 

Closing Date for Applications:

Thursday, February 6 2020 at 4:00pm

To Apply:

The preferred method for submitting your cover letter and resume is by email to Timothy Agg, Interim Executive Director, at [email protected] (Microsoft Word of Adobe pdf). Please note your full name and the position title in the subject line of your email (i.e. First and Last Name – Position Title). If you are unable to send your application by email, you may apply by mail/drop-off your application to: QMUNITY – 1170 Bute Street, Vancouver BC V6E 1Z6 to the attention of Timothy Agg.

Additional Information:

QMUNITY conducts primary source verification of applicant’s credentials including education, training, work history and licensure.

We thank all applicants for their interest, however, only those selected for interview will be contacted.

Posting Date: January 30 2020

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