Posted: November 23rd, 2023

Closes: December 7th, 2023

Posting #:11232023

INTERNAL/EXTERNAL POSTING

ADMINISTRATION AND VOLUNTEER COORDINATOR

Permanent Full-Time

OFFICE LOCATION: Stevenson Hall, Peterborough, ON

START DATE: ASAP

WAGE RANGE: TBD

HOURS: Full-Time, Days (occasional evenings and weekends)

POSITION PURPOSE:

The Administration and Volunteer Coordinator will serve as an important part of the YWCA Peterborough Haliburton team and support its programs, services, fundraising efforts and events through administrative support and the coordination of the volunteer effort. The Administration and Volunteer Coordinator is responsible for covering a wide variety of clerical office duties in support of YWCA Peterborough Haliburton Management Team and programs. Responsibilities will include coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, and scheduling appointments. The central goal is to provide outstanding customer service and support. As the ‘face’ of our organization, the role will be presentable and friendly, with outstanding people skills. Working with other members of the staff team, the Administration and Volunteer coordinator will develop an intimate understanding of the needs of the organization and work to support those needs by taking on initiatives related to recruiting, selecting, onboarding, training, scheduling, and evaluating volunteers.

MAJOR RESPONSIBILITIES:

Administration:

• Share front desk duties, answer the telephone, voice mail, e-mail and greet visitors, and refer clients to the appropriate program.
• Type forms, letters, reports, and memos as necessary.
• Accept all letters and packages, and distribute them to their appropriate departments.
• Ensure the front desk is neat, presentable, and equipped with all the necessary supplies such as pens, forms, and paper.
• Organize, maintain, and coordinate office records and files in their proper locations.
• Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
• Prepares and circulates minutes and documents as required; ensuring appropriate level of confidentiality.
• Works with the Director’s team to develop processes and systems to support the work of YWCA staff and volunteers.
• Ensure all forms and reports are completed as needed, such as all incident reports.
• Takes minutes for various committees, as required.
• Observe and report any security issues to the Director of Operations.
• In conjunction with the Payroll Coordinator, review all incoming mail and direct to appropriate individuals or their mailboxes.
• Handle petty cash and receive payments by cash, credit card or cheque.
• Answer any questions with the public and volunteers and refer to the appropriate department, if required, such as any questions relating to our food box and fundraising programs.
• Maintain inventory of office supplies, order supplies as required and arrange for servicing of office equipment.

• Liaison with building management and act as first point of contact for visitors.

Volunteer Coordination:

• In conjunction with the Director of Operations and Communication Manager, develop and implement recruitment plans, strategies, and marketing materials to attract a wide and diverse range of volunteers.
• In conjunction with the Director of Operations, develop and implement intake and interview protocols for potential volunteers to ensure the best match between skills, qualifications, and interests.
• In conjunction with the Management Team, plan, organize, implement, and evaluate the operation of the organization’s global volunteer plan (recruitment, placement, and retention) in order to meet the organization’s needs; interview and conduct reference checks on perspective volunteers; ensure satisfactory CPICs are completed.
• In conjunction with the Director of Operations and Management Team, develop and implement an onboarding experience on approved policies, procedures and organizational structure for volunteers and, if necessary, training programs for all volunteers.
• Select and place volunteers according to project and organizational needs and suitability and skills of the volunteers.
• Recommends and develops ongoing volunteer utilization.
• Identify leaders among volunteers and recruits and train them for additional responsibilities.
• Recruitment (advertising and outreach), training, placement, recognition, retention, tracking and evaluation.
• Responsible for volunteer screening, selection, and match process. Provide initial volunteer orientation and YW orientation.
• In conjunction with the Director of Operations, develop and maintain relevant volunteer position descriptions.
• Act as a primary YWCA connection to recruit volunteers from local colleges and universities.
• Evaluate ongoing volunteer needs and work program directors to develop and grow new volunteer positions.
• In conjunction with the Director of Operations, develop, administer, review, and recommend revisions to the volunteer policies and procedures; assist with updating the related policies and procedures.
• Provide potential volunteers, the general public and other agencies with information regarding services and employment/volunteer opportunities.
• Support the development of an evaluation process to optimize volunteer experience with the organization and determine volunteer satisfaction.

Record Maintenance and Reporting:

• Maintain volunteer records as per YWCA standards or other relevant standards or authorities e.g. Personal Information Protection and Electronic Documents Act (PIPEDA), MCCSS, etc.
• Ensure appropriate systems are in place for documentation for all volunteers, including intake.
• Maintain a volunteer database and updated records on all volunteers.
• Assist with completion of volunteer HR forms including orientation checklists, police checks, etc.
• Assist with related policy documentation and distribution.
• Maintain and provide documents for statistical data creation, including procedures to support accurate and timely capture and reporting of volunteer hour statistics.
• Ensure a continuance of accurate reporting of volunteer activity.
• Maintain volunteer records, track volunteer time devoted to projects and tasks, results of volunteer activity, and prepare regular reports and analyses based upon program goals and objectives.

QUALIFICATIONS

• College Diploma in Office Administration and/or Business Administration with a specialization in Volunteer Management, Human Resources, or related field, or an equivalent combination of education and experience.
• 1-2 years of professional experience coordinating a volunteer team and volunteer development (preferably in the non-profit sector).
• Three years’ experience in office administration.
• Experience anticipating, assessing and identifying needs of others, and developing effective solutions to address them
• Has strong candidate sourcing abilities through digital and non-digital channels
• Detail-oriented, with highly organized work habits
• Ability to problem solve complex issues and be creative in finding solutions
• Ability to manage multiple projects within the same time period
• Skilled at making contributions to an open and collaborative work environment
• Appreciates the need to work independently while supporting team members and organizational objectives
• Quick to respond to requests for service from all volunteers and teammates
• Demonstrates empathy and genuine care for people
• Demonstrates a high level of integrity, trustworthiness, and accountability
• Is approachable with excellent interpersonal and communication skills
• Has the capacity to take action in challenging situations and manage uncertainty
• Fosters an awareness of, and develops strategies to mitigate organizational risk factors and ensure compliance with applicable regulations, legislation and YWCA policies and procedures
• Advanced experience with MS Office (Word, Excel and PowerPoint), databases and Zoom
• Acts with integrity, trustworthiness, humility, transparency and compassion.
• Ability to work with and meet tight timelines
• A satisfactory Criminal Reference Check with Vulnerable Sector Screening
• Understanding of feminism and women’s-based organizations an asset
• Personal experience with gender-based violence an asset
• Member of the Association of Managers of Volunteer Services an asset
• Member of the Provincial Association of Volunteers of Ontario an asset

Please submit resume and cover letter in one PDF file by 4:00 pm December 7th, 2023 by visiting our Career Centre:

YWCA Peterborough Haliburton Career Centre

Full job description available at Front Desk.

The YWCA PeterboroughHaliburton is committed to equity anddiversity and encouragesapplicantsfromvaried backgrounds. Wewill accommodate disabilitiesin therecruitment processin accordancewiththe Ontario Human RightsCode.Should an applicantrequire an accommodation during therecruitment process, please contact the Human Resources Department