Event & Volunteer Coordinator

2 weeks ago

Calgary, Canada Bowness Community Association Full time

**Event & Volunteer Coordinator**

**Organization**: Bowness Community Association (BCA)

**Position Description**:Event & Volunteer Coordinator

**Reports to**:Executive Director

**Term and Hours of Work**:Permanent, Full-time, 36 hours per week

**Compensation**:$22.00 - $26.00 per hour based on experience and skills

**Benefits**: Three weeks’ vacation, Health spending account, LTD benefits, 3% RRSP matched contributions, Training budget, Flexible work schedule including two weeks' flex days

**Company Overview**:
The Bowness Community Association (BCA), located in the heart of Bowness, was established in 1963. A volunteer Board of Directors, passionate staff, and countless members and volunteers contribute to making Bowness one of the best communities to live in in Calgary. We aim to be an inclusive and welcoming space that brings the community together through programs and services, by providing a hub of information and a voice for community members, and by promoting resident participation to create an engaged, connected and proud community of choice. We strive to be an employer of choice by promoting work life balance, meaningful work, and fun

**Position Overview**:
Governed by the Vision, Mission and Values of the BCA the Event and Volunteer Coordinator is responsible for the execution of community events through ideation to evaluation, the oversight of the volunteer experience with the BCA including recruitment, training, support and retention, and the management of our branded merchandise (SWAG) program including design and ordering.

**Skills and Experience**
- A diploma, degree or certification in a related field or equivalent experience in similar role
- Experience in the planning and execution of large events
- Aptitude to mentor, lead and support a diverse group of volunteers
- Proficiency in Google suite, and CRM software
- Strong customer service and conflict resolution skills
- Well-developed verbal and written communication skills
- Ability to work collaboratively in a team environment with management, staff, volunteers and other stakeholders
- Strong ability to prioritize work, meet deadlines and manage multiple projects
- Criminal and vulnerable sector record check may be required

**Specific Accountabilities and Expectations**:

- Work with the Executive Director and BCA Events Committee to establish key events for each year, both new and existing
- Manage the execution of all events including logistics, security, food and beverage, technical, safety, permitting, volunteer management, stakeholder relations, etc.
- Act as the on-site event coordinator at all BCA events
- Ensure compliance with legal requirements of events including AHS, AGLC and City of Calgary bylaw
- Create marketing and promotional materials with the BCA Communications Coordinator to promote all events
- Manage event budgets with support of the Executive Director including revenues, expenses and sponsorships to ensure sustainability of events
- Negotiate and review all contracts and supply chain agreements related to events
- Secure sponsorships for event expenses and ensure recognition of donors
- Manage the BCA Swag program including design and ordering in line with the approved budget, ensuring correct inventory is acquired prior to events
- Provide statistical reporting on attendance, volunteers, revenues and expenses for each event
- Develop job descriptions for volunteer participation at each event with clear expectations
- Provide leadership and mentor volunteers at BCA events and in all volunteer roles at the BCA
- Design retention strategies for volunteers including timely recognition and feedback gathering on volunteers experiences
- Manage volunteer policy and procedure and ensure we meet Canadian Code of Volunteer Involvement and stay informed on best practices and learning opportunities in the field of volunteerism
- Participate in meetings and networking opportunities staying informed on volunteerism in Bowness
- Solicit feedback from volunteers and event participants regarding their experience with the BCA
- Manage records of volunteers with events, hours, tasks, skills, etc.
- Establish volunteer recognition and appreciation strategies, including overseeing the annual volunteer appreciation awards at the AGM
- Support events initiated by other members of the BCA community team
- Participate as part of the BCA team at events hosted by other Bowness organizations
- Support the development and implementation of internal BCA processes and procedures related to events and volunteering

**General Accountabilities and Expectations**:

- Provide exceptional customer service to all guests and users of the BCA ensuring a welcoming and inclusive space
- Actively participate in the growth of the BCA towards being an equitable, inclusive and safe workplace
- Promote resident participation in the community of Bowness including membership, event and program participation, volunteerism and new initiatives
- Devel

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