Volunteer Administrator

2 weeks ago

Niagara Falls, Canada humanresources@facsniagara.on.ca Full time

_For more than a century, Family and Children’s Services Niagara, the local Children’s Aid Society, has provided vital child welfare, family/community support, counselling, foster care and adoption services to residents in the Niagara Region._

**Volunteer Administrator**

Reporting to the Child Welfare Supervisor, the Volunteer Administrator is responsible for providing administrative support to the volunteer department to ensure efficient and timely operations and enhance the work of the organization. The incumbent assists with the orientation of new volunteers to the Agency and acts as a liaison regarding volunteer drives and volunteer administrative tasks.

**Main Duties and Responsibilities**:
Transportation Scheduling
- Coordinates requests for assignment and assigns volunteer drivers to drive children and their families to medical appointments, agency appointments, supervised and other visits, counselling and other activities, ensuring client needs and cost effectiveness in assignments
- Manages revisions and cancellations to volunteer drive scheduling, ensuring requests and changes are conveyed to assigned drivers
- Maintains a database of volunteer drivers, their availability and any drive restrictions
- Maintains inventory of agency property (car seats) in the possession of volunteers
- Responds to, documents and follows up on complaints and inquiries pertaining to volunteer performance and advises the Supervisor of any problems with drives, drivers or the drive program
- Provides training to volunteers on car seat usage and safety
- Provides direction, general guidance and support to volunteer drivers
- Ensures volunteer drivers are made aware of agency policy regarding automobile safety and are kept apprised of legislative changes regarding car seat safety, etc.
- Maintains drive program statistics for monthly reports

Administrative Support
- Assists the volunteer department in preparation for reviews, audits or other similar processes to ensure compliance
- Arranges for internal, facsimile and/or courier distribution of information
- Photocopies, collates, packages, expedites and processes volunteer documents and files
- Prepares, compiles and maintains volunteer department forms, policy and procedure manuals, information packages, etc.
- Prepares and processes all volunteer department paperwork accurately and in a timely fashion
- Helps to develop and assists with the implementation of the volunteer services plan, ensuring the effective and efficient delivery of services to children and families
- Assists in the organization of Public Relations and media forums as required, including special Agency events in relation to volunteers ie., volunteer recognition event

Data Maintenance
- Creates and maintains electronic and manual filing and tracking systems; retrieves information; keeps confidential and other records; maintains filing systems/rooms
- Enters information and maintains databases, processing reports as requested
- Maintains current mailing lists

Other Related Activities
- Assists with other volunteer coordination functions as directed by the Child Welfare Supervisor
- Provides basic technical support to the assigned volunteer department for basic usage of computers, software and devices such as printers and completes user-level maintenance of office equipment
- Knows and adheres to all applicable FACS policies, procedures and relevant administrative practices
- Strives to exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes
- Performs other duties as required

**General Skills and Attributes**:

- Good written, oral communication and interpersonal skills
- Ability to complete tasks with attention to detail in the presence of frequent interruptions
- Excellent organizational and analytical stills to assess appropriateness and cost efficiency of drive requests
- Self-directed with a solid ability to organize, prioritize and multi-task
- Good customer service skills
- Solid understanding and commitment to quality service and best practice
- Detail-oriented
- Flexible, adaptable and responsive to change

**Qualifications**
- Secondary School diploma
- Experience working with volunteers an asset
- Current Car Seat Technician (e.g. St. John’s Ambulance)
- Valid G Driver’s License and access to a reliable motor vehicle with appropriate liability insurance is required

**Efforts and Working Conditions**:

- Work is primarily performed at a desk in a normal office environment
- Long periods of sitting and computer/phone use
- Multi-tasks within a fast-paced, high-volume and demanding environment
- Frequent interruptions
- Occasional travel to FACS sites or within the region
- May occasionally be required to lift and/or carry up to 10 lbs (e.g. car seats)
- Occasional evenings and weekends

We thank all applicants however only those considered for an interview will be contacted.
- Family and Children’s Services Niagara

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