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Volunteer Services Coordinator

2 months ago

Winnipeg, Canada Siloam Mission Full time

Reporting to the Supervisor of Volunteer Services, this position is responsible for overseeing, coordinating, and acting as the main contact for one or more of the various sub-types of volunteers at Siloam Mission. This position will work in collaboration with the Volunteer Services team to develop and enhance volunteering at Siloam Mission and grow the Volunteer Services department through creating new volunteer roles, recruiting volunteers, and maintaining a strong volunteer base.

KEY DUTIES & RESPONSIBILITIES

Working with Volunteers

  • Acting as the main contact for one or more of the sub-types of volunteers at Siloam Mission (general individuals, groups, practicum students, professional volunteers, etc.);
  • Correspond with volunteers via email and telephone to schedule, follow up, and inform updates and opportunities;
  • Schedule and coordinate volunteers to complete the orientations, communicate information to volunteers regarding orientation, as well as review policies and procedures;
  • Recognize volunteers' big life moments and respond appropriately;
  • Represent, advocate, build awareness and educate volunteers, donors and community members about Siloam Mission.
  • When working at the front desk of Siloam Mission welcome volunteering as they come for the volunteer shifts and assist them with any questions they have or help they might need;
  • Provide orientations to new volunteers;
  • Answer general questions about volunteering at Siloam Mission from volunteers or the public, in-person, through email, or over the phone;
  • When needed, host volunteer groups in Clothing Sorting;
  • Conduct tours for volunteer groups, individuals, donors, and community members;
  • As needed, conduct interviews with volunteers in specialized roles;
  • Ensure policies are followed by all volunteers, including attending to, managing, and mediating conflict;
  • Work alongside volunteers in the different available areas to create an atmosphere of care and appreciation for volunteers;
  • Advocate on behalf of volunteers and volunteerism at Siloam Mission.

Administrative

  • Perform a variety of administrative tasks including but not limited to assisting with office projects, filing, auditing, data entry, maintaining the volunteer database;
  • Update volunteer files, profiles, and schedules as needed;
  • Answer emails, phone calls, and voicemails;
  • Track volunteers, their experiences, and their hours using current Volunteer Services database systems;
  • Write hours confirmation and completion letters for volunteers;
  • Ensure volunteer role descriptions are kept up-to-date;
  • Monthly reports of volunteer stats;
  • Evaluate and audit volunteer roles;

Working with other Departments

  • Liaise between Volunteer Services and all other departments involved with volunteerism and providing support to fellow staff by:
  • Provide introduction of new volunteers to their supervisors;
  • Conduct informal follow-up;
  • Aid departments in volunteer-related issues;
  • Alert Individual and Group Coordinators when a volunteer shortage appears imminent;
  • Assist other departments when there is a shortage of volunteers.
  • Support the Supervisor of Volunteer Services in training staff on volunteerism at Siloam Mission;
  • Work with other departments to identify opportunities for new volunteer roles;

Grow Volunteer Services

  • Maintain and grow the existing relationships Volunteer Services has with external partners, organizations, businesses, schools, and churches and build new relationships;
  • Recruitment and building the capacity of volunteers;
  • Implement forms of volunteer appreciate and recognition, including large and small events and recognition as volunteers' complete hours;
  • Advocate on behalf of volunteers and volunteerism at Siloam Mission;

EDUCATION & EXPERIENCE

  • Must have a heart for the community that we work with;
  • Relevant trainings such as NVCI, ASIST, Mental Health First Aid, CPR and First Aid, Volunteer Management Level 1 - 2, CVA Certification are an asset;
  • Minimum 1 year in Volunteer Coordination, supervision or related field experience in the sector of Volunteer Management.

KNOWLEDGE/SKILLS/BEHAVIOR

  • Good working knowledge of Microsoft Applications (Excel, PowerPoint, Outlook and capacity to use the volunteer database BetterImpact;
  • Superior interpersonal and written/oral communication skills;
  • Ability to speak in public to small/large groups and lead site tours in an engaging manner;
  • Demonstrate ability to work as part of a team; outgoing attitude is a must;
  • Physically active, walk and stand for long periods;
  • Demonstrate accountability, take initiative and problem solve;
  • Ability to multi-task, function under stressful conditions, open office environment and ability to adapt.
  • Be engaged, positive, clear, take initiative and build rapport with the Volunteer Services Team.

RELATIONSHIP

Volunteer services hosts many individuals and groups daily who may have association with varying organizations, programs, schools, churches and businesses. Volunteers may also be donors, existing and potential. External relationships exist between Volunteer Manitoba, MAVA and any other programs relevant to Volunteer Coordination.

WORKING CONDITION

  • Hours of work vary including occasional evenings, weekends and holidays

  • Open office environment, shared office space

  • Hazardous conditions could potentially include unpredictable or risky behaviours from community members;
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