Administrator, Volunteer Engagement

2 weeks ago

toronto, Canada Professional Engineers Ontario Full time

As we move through a period of exciting transformation and organizational change, Professional Engineers Ontario (PEO) has an immediate opening for an Administrator, Volunteer Engagement.


Under the authority of the Professional Engineers Act, PEO licenses and governs over 91,500 license and certificate holders and regulates the practice of professional engineering in Ontario. PEO’s mission is to regulate and advance the practice of engineering to protect the public interest. With a talented, multidisciplinary employee of over 100, PEO’s vision is to be a trusted leader in professional self-regulation.


Reporting to the Director, Volunteer Engagement the Administrator, Volunteer Engagement supports PEO’s Volunteer Engagement portfolio, which includes PEO’s chapter office, events and volunteer recognition. With over 900 volunteers consisting of committee members and chapter volunteers across PEO’s 36 chapters, this position supports portfolio staff in effectively and regularly communicating with volunteers, supporting in expense and procurement processes, scheduling engagements and webinars with volunteers and key internal and external stakeholder and coordinating administrative tasks related to Volunteer Engagement projects.


Chapter and Committee Support

  • Facilitate onboarding for committee and chapter volunteers including training, policy attestation, and compliance with mandatory requirements.
  • Serve as the primary contact for the volunteer engagement inbox, assist staff advisors with general inquiries, and provide guidance to committee volunteers on Certify, IT, and information related to recruitment and onboarding.
  • Assist in preparing briefing notes for PEO council.
  • Support committee staff in recruiting PEO committee members by following standardized recruitment processes (e.g., identifying job boards, posting durations, and compiling applicant information for staff review).
  • Coordinate the collection and distribution of service records for PEO volunteers to support Volunteer Engagement activities.
  • Coordinate and prioritize ad hoc requests, offering general guidance to committee staff supports, volunteers, staff, and other stakeholders.
  • Assist in centralizing orders and procurement for PEO chapters to promote standardization and alignment.
  • Support chapter audit activities related to expenses, website functionality, and communication methods, ensuring adherence to established standards.
  • Provide administrative support for planning and executing chapter communities of practice.
  • Guide committee staff supports in following standard operating procedures (SOPs) for onboarding, offboarding and volunteer engagement.
  • Facilitate the posting and updating of committee rosters on public domains.
  • Maintain and update PEO’s consolidated committee roster to ensure accurate tracking of current volunteers.
  • Perform additional duties as needed to support PEO Volunteer Engagement.


Events

  • Provide administrative support for PEO events, including vendor communication, processing documents for signatures and payment coordination.
  • Assist with event registration by tracking attendees and responding to general inquiries.
  • Support event setup and takedown as required.


Communication

  • Support the PEO Volunteer Engagement team in executing multi-channel communications with volunteers and/ staff, including but not limited to:
  • Distributing volunteer emails;
  • Collecting and compiling engagement feedback Scheduling webinars, meetings, and committees, including providing webinar support (e.g. creating/testing meeting links, monitor event attendees and live chat, etc.) Coordinate with committee staff supports to track report due dates and file required documentation. Maintain and organize online document storage using SharePoint.


Finance, Budgeting and Auditing

  • Support team with preliminary audit activities related to PEO Chapter expenses, reimbursement, and procurement processes by identifying instances misaligned with established policies, escalating issues as necessary.


Knowledge of:

  • The mandate, policies, and programs of Professional Engineers Ontario and the relationship between PEO, its Chapters, Council, and other stakeholders.


Qualifications:

  • Post-Secondary Education in a related field and/or 1-3 years of related professional experience
  • Quick and adaptive learner with the ability to prioritize tasks effectively
  • Ability to build relationships with diverse groups of people
  • Good written and verbal communication skills to create and present materials clearly
  • Ability to handle sensitive information and complex situations with tact and good judgment
  • Strong customer service orientation
  • Proficient in using Microsoft products (including Office, Word, PowerPoint and Excel)


Disclaimer: The selected candidate will be subject to a background check as part of the hiring process.


We have fully embraced hybrid working, and for us this means coming to the office twice a week. However, if you wish to work in the office more often, you are welcome to.


If you are interested in this role, please forward resumes to: peocareers@peo.on.ca by March 14, 2025.


At PEO, we recognize that our people are our best asset, including employees from diverse backgrounds and perspectives. We know life isn’t linear, so there may be gaps or ‘non-traditional’ employment, and we welcome applications from everyone. Accommodation is available upon request for candidates in all phases of the selection process.

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