Volunteer Program Coordinator

1 month ago

Kitchener, Canada The Food Bank of Waterloo Region Full time

**Volunteer Program Coordinator**

Administration

Kitchener, Ontario

**Department**: Administration

**Employment Type**: Full-time, in person role

**Minimum Experience**: Intermediate level

Job Purpose

Reporting to the Director, People, Culture, and Administration, this position is responsible for the day-to-day administrative support for our volunteer program. In addition, this role acts as a ‘brand ambassador’ of The Food Bank by hosting our corporate and community engagement opportunities to increase awareness of The Food Bank, solicit donations and volunteers.

Working closely with the Volunteer Program Officer, this role will focus on recruitment, training (where appropriate), meeting the needs of our volunteers within the various areas of The Food Bank including but not limited to operations, administration, events, and engagement opportunities. The day-to-day workflow for this role directed by the Volunteer Program Officer.

The scope of responsibilities for this role will also include supporting staff throughout the organization to ensure retention of a pool of volunteers to support the work of The Food Bank. This role is an integral part of the organization and will work cross-departmentally.

Responsibilities and Duties

RESPONSIBILITIES AND DUTIES AND EXAMPLES INCLUDE BUT ARE NOT LIMITED TO_:_

1_._ With the support of the Volunteer Program Officer, work with staff of The Food Bank to ensure volunteers are engaged and well utilized. This will include developing a deep understanding of the different programs, their needs, and feedback and then implementing processes within the volunteer program to best support them:

- Actively participate on cross-functional project teams to coordinate volunteer needs for projects and events. Depending on the size and scope of the project and event this may include managing volunteers’ time and duties throughout the project or at an event or maintaining a volunteer roster for use by project teams for their coordination.
- Provide supervision to volunteers when needed, including the scheduling of volunteers.
- Support data analytics and reporting associated to the volunteer program including providing monthly, yearly and ad hoc statistics.
- Assist with the annual volunteer survey and semi-annual volunteer sessions for all volunteer roles (supported by other members of the volunteer program) to share survey results, collect feedback, discuss action steps and review health and safety.

2. Coordinate and assist with tasks within the volunteer program to develop and maintain the engagement of volunteers within the program, including conducting check-ins, and volunteer recognition:

- Support the volunteer onboarding and training required for each volunteer role.
- Manage volunteer inbox by resolving and responding to volunteers’ inquiries in a timely manner. Where necessary, engaging appropriate staff.
- Support VMS system maintenance and provide staff and volunteer support through trainings and resource development.
- Conduct a yearly review of existing volunteer job descriptions and revise where appropriate.

3. Provide support to the Food Engagement Program:

- Coordinate and track booking communications with volunteer groups through Raisers Edge database.
- Foster relationships with corporate and community group contacts.
- Schedule staff and volunteer resources to host engagement groups in the distribution centre.
- Facilitate group volunteer activities by hosting engagement activities, providing group tours of the facility.
- Work with the volunteer and operations team to ensure set-up, take-down and proper health and safety procedures are followed during engagement events.
- Follow established SOPs for the food engagement program.
- Track engagement activity metrics for monthly and annual reporting.

(_Note: specific examples to be defined within annual workplan and may vary year to year)._

Location and Hours
- The Food Bank of Waterloo Region is located at 50 Alpine Court in Kitchener, Ontario.
- The role is required to be onsite for the work week.
- Hours of work are generally between 8:30 a.m. and 4:30 p.m., for 40 hours per week (inclusive of 1 hour paid lunch each day).
- To meet the objectives of The Food Bank and commitments to our volunteers, members, and community, some irregular hours may be required. This would include no more than two evenings a week and/or two weekends a month.

Reporting Structure and Working Relationships
- The Volunteer Program Coordinator reports to the Director - People, Culture, and Administration.
- This role is an integral part of our administration and volunteer teams.
- A significant amount of time in this role is spent working with our volunteer program team and volunteers.
- The role often collaborates with other teams at The Food Bank to meet objectives and commitments.

**Qualifications**:
EXPERIENCE
- Minimum 1-year previous experience in supporting or engaging with volunteers.
- Prior experience with

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