Participant & Volunteer Coordinator

6 months ago

Saanichton, Canada Victoria therapeutic Riding Association Full time

Participant & Volunteer Coordinator

**General Responsibilities**:
Reporting to the Operations Manager, the Participant & Volunteer Coordinator will be the first point of contact for everything VTRA. They will oversee all aspects of scheduling participants, and recruiting, training, and scheduling volunteers for VTRA’s programs and events.

**Specific Responsibilities**:
**Participant Scheduling**
- Working within the Amilia (VTRA’s scheduling software) to organize participants into the program classes;
- Communicating with program participants and families regarding the organization and its different programs;
- Maintaining participant records using Amilia;
- Supporting the Operations Manager in determining program calendar and assigning participants to specific programs and/or herd members;
- Engaging in outreach throughout the community and with other agencies, non-profits and school contacts to attract new participants;
- Managing day to day activity of participants: absences, attendance, medical records, weights, etc.;
**Volunteer Coordination**

Recruitment
- Engaging with organizations, volunteer fairs, and other agencies to network with and recruit prospective volunteers (e.g. through Volunteer Victoria, educational institutions, service clubs, etc.);
- Responding in a timely fashion to all volunteer inquiries and on-line intake form;
- Assessing prospective volunteers’ experience and interests to align these with suitable volunteer roles/needs of VTRA;
- Conducting intake interviews and scheduling volunteer training;
Training & Scheduling
- Ensuring that volunteers and volunteer roles are fully scheduled for all programs on an ongoing basis;
- Documenting/posting according to VTRA procedures participant and/or volunteer absences, including on the Horse Handler and Sider Walker boards:

- Updating the Instructor of the absences/substitution of volunteers.
- Finding replacements for volunteers who need to be absent from shifts, which may include fulfilling a volunteer function within a lesson as needed;
- Notifying volunteers if participants will be absent (if it affects their volunteer shift);
- Notifying volunteers if classes will be cancelled for any reason;
- Maintaining the Volgistics system (VTRA’s volunteer database);
Recognition & Retention
- Overseeing volunteer recognition and appreciation activities to ensure volunteers feel valued, with the goal of retaining volunteers;
- Acting as the volunteers’ key point of contact and providing support and feedback to volunteers as issues arise;
- Maintaining regular check-ins with volunteers with the goal of ensuring that they feel valued and recognized, and that their needs and/or volunteer goals are being met;
**Office Management**
- Answering or forwarding as appropriate inquiries that come into the office (phone, in-person, via social media or website);
- Greeting participants and volunteers, assisting where needed;
- Collecting payments and issuing receipts;
- Maintaining confidential records;
- Ordering office and clubhouse supplies;
- Ensuring the clubhouse, barn, and helmet room, etc. are tidy and welcoming;
- Supporting the safety of VTRA programs by assisting Instructor as needed;
- Other duties as required.

**Salary**: From $47,500.00 per year

Schedule:

- Monday to Friday

Work Location: In person

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