Volunteer Services Administrator
3 weeks ago
Volunteer Services Administrator
1 Year Contract
Hybrid Role
For forty years, we have maintained a steadfast dedication to our mission: supporting the vulnerable youth who come through our doors. To this day, we remain committed to this duty.
Covenant House helps youth ignite their potential and reclaim their lives. As Canada’s largest agency serving youth who are homeless, trafficked or at risk, we offer the widest range of services to hundreds of young people every day. More than a place to stay, we provide 24/7 crisis shelter and transitional housing on-site and in the community, along with comprehensive services including education, counselling, health care, employment assistance, job training and after-care. Since 1982, Covenant House has supported more than 100,000 young people.
As a national leader, we educate and advocate for long-term change to improve the lives of vulnerable youth. This includes influencing public policy, leading awareness and prevention programs and continually building and sharing our knowledge. As a learning organization, we strive for excellence and programs with impact.
We provide life-changing care with unconditional love and respect. We meet youth's immediate needs and then we work together to achieve their future goals.
Thanks to our donors, who contribute 80 per cent of our $44.2-million annual operating budget, we are able to deliver these comprehensive programs and services.
**Recruiting Support**
- Providing necessary information for all volunteer inquiries as required
- Preparing new volunteer packages with all necessary documents and organizing volunteer files
- Scheduling and confirming appointments, interviews and start dates with volunteers
- Assisting in conducting interviews for Volunteers and Mentors
- Track/monitor progress throughout recruitment/onboarding process
- Create, and update electronic and physical files of volunteers
- Recruitment assistance - prescreening, interviews, reference checks, shortlisting or other recruitment related tasks as needed
- Creating recruitment related electronic files/folders and ensure accuracy for auditing.
- Providing in-house tours for new volunteers
- Send three-month probation questioners and gather feedback from volunteers
- Other duties as assigned
**Administration**
- Prepare & update Orientation packages for HR and Volunteers for orientation and training sessions
- Prepare new staff folders and file documents accordingly. Inform Recruiter of missing documents
- Collecting and tallying volunteer hours/numbers, updating monthly volunteer hours report.
- Compile monthly/yearly salary savings for volunteer hours
- Track volunteer donations for incoming donations report
- Communicate regularly with volunteers and conduct quarterly surveys to receive feedback to ensure satisfaction.
- Updating weekly/monthly Volunteer activities calendar with current programs, provide copies for Board meetings & distribute to all program areas.
- Creating/updating /adding QR codes & posting in-house volunteer program posters
- Assist with all volunteer relations/recognition activities such as National volunteer week, Donor and Volunteer reception, Holiday activities and events
- Update staff portal as requested by HR and other committees
- Posting updates/current information in Volunteer portal
- Conduct an annual survey of staff languages spoken and update results on the staff portal
- Other duties as assigned
**Database Management**:
- Maintain and update the Volunteer information into the databases
- Maintain and update the information police checks and ensure their police checks are re-done every 2 years
- Create reports when requested
**Coordination**
- Coordinating orientation schedules for new hires to have one on one meetings with department managers and Supervisors
- Coordinating with Dev and Comm. department to provide support by scheduling volunteers for group projects
- Coordinate in creating new live/virtual workshops with volunteers and program staff for youth at Covenant House
- Coordinate/supervise Community partner group projects and ensure needed materials are available for volunteers to complete the projects
- Be a backup support for Mentoring Program in absence of Volunteer Service Manager or Mentor Coordinator
- Organize Welcome tea for new staff and invite CHT staff
**Training Administration Support**
- Registering volunteers for mandatory training (Armatus) and follow up to ensure all volunteers re-do the annual training
- Scheduling program staff to THTC training Avdell, Rogers, CSS, ROP, Human Trafficking, FNS
- Complete and maintain records of THTC invoices, tuition reimbursement requests, and processing payment requisitions
- Working on the monthly reports, compile both in-house and THTC training info and send it to the Training Manager, end of every month
- Compiling staff training information for Board report for Training Manager
**Team Assistance**
- Providing Admin support for HR projects as
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