Membership and Volunteer Coordinator

5 days ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Membership and Volunteer Coordinator is responsible and accountable for member administrative activities and day-to-day operations of the UWSA office. This includes responsibility for membership and volunteer coordination, event administration, and financial management functions. This position also provides administrative support to the UWSA President and the UWSA Board of Directors. Director roles are elected or appointed approximately every three years and the President role is elected every year.

**This role is contingent on funding.**

**Responsibilities**:
Membership and Volunteer Coordination
- Coordinates the development and delivery of an outreach strategy to welcome new members and engage existing members
- Develops and organizes comprehensive volunteer program to bolster volunteer recruitment, orientation, training, satisfaction, retention and recognition
- Serves as first point of contact to UWSA members (or potential members) seeking information on UWSA services, assistance, or confidential advice
- Monitors the UWSA membership list and is responsible for membership processing, volunteer tracking, and ensuring list accuracy
- Collaborates with UWSA Operations Team in developing and maintaining a comprehensive list of involvement opportunities throughout the organization and all campuses for individual and group volunteers and partnerships
- Establishes and implements onboarding and orientation program for new members, volunteers and committee members
- Supports President in on-boarding of Operations Team including President-elect
- Supports Board Chair in onboarding activities for all incoming UWSA directors
- Works with Communications Officer to develop content for social media, newsletters, annual reports, etc., to recognize volunteer contributions and to help promote the volunteer program
- Assists and advises on policies and procedures for members and volunteer positions
- Exercises high degree of confidentiality regarding UWSA information, documentation, and records
- Exercises sound judgement in highly sensitive situations

Event Planning and Implementation
- Leads a team of volunteers in organizing UWSA sponsored social events on campus and in wider community
- Creates financial report for each event for UWSA records
- Ensures outside vendor invoices are paid
- Ensures President is informed of all pertinent (or possible) event issues
- Researches and uses appropriate tools to manage events and event registration
- Evaluates and reports on event success
- Ensures accurate records of events and meeting minutes
- Works with Communications Officer to develop content for social media, web site, newsletters, etc., to celebrate past events and promote upcoming events
- Prepares and manages the UWSA’s social event budget

Financial Responsibilities
- Oversees operating accounts for the UWSA
- Prepares monthly financial statement for review for the Treasurer
- Prepares a draft quarterly financial report for reconciliation against the Treasurer’s quarterly report
- Executes all financial transactions
- Monitors spending of approved budgets and provides advice relating to expenditures
- Reconciles all UWSA receipts and expenditures
- Performs banking duties and monthly account reconciliations
- Monitors cash flow, manages chequing and savings account and investments and liaises with banking institutions
- Is one of the signing authorities on all UWSA accounts. UWSA has 1500+ members with an operating budget of over $350,000.00
- Collaborates with external agency in process to prepare the annual financial review
- Collaborates with external Corporate Partners to develop sponsorships and fundraising opportunities
- Ensures the day-to-day financial activities of the UWSA are carried out according to best practices and procedures

Office Administration
- Coordinates the day-to-day activities of the UWSA Office
- Maintains and controls the circulation of confidential documents and files
- Purchases office supplies, furniture, and equipment
- Arranges travel and registrations for UWSA Board and employee conference or other professional development attendance
- Supports the process for the Annual Meeting and any Special Meetings, and yearly election of UWSA Directors and President-elect
- Liaises with Corporate Partners to secure discounts and coordinates access to discounts and ticket sales for members
- Collaborates with UWSA President to ensure UWSA government and insurance agreements/documents are in compliance and reporting obligations are met
- Provides support to the UWSA Board of Directors, its standing committees, its ad hoc groups, and to all Operations Committees or Working Groups
- Schedules meetings and events and ensures the UWSA Board calendars are up to date with all UWSA sponsored activities and events
- Prepares reports as requested by the President

Other
- Leads special Projects as assigned by the President
- Other duties as required

Qualifications:

- Post secondary

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