Coordinator, Volunteer Administration

4 months ago

Oakville, Canada Golf Canada Full time

OPPORTUNITY:
Title: Coordinator, Volunteer Administration

Reports to: Senior Manager, People and Culture

Location: Golf Canada Head Office*

Status: Contract - One-Year

Ideal Start Date: September 16, 2024

OVERVIEW:
The successful individual will liaise with other areas of the business to strengthen our volunteer framework and assist with administration to comply with best practices. The Coordinator, Volunteer Administration, will report directly to the Senior Manager, People and Culture.
- Performance Sport stakeholders (parents of Team Canada athletes, coaches and integrated sport technical contractors, athletes, billet families, & other volunteers), and additional groups requiring safe sport compliance (new programs, events focused on increasing diversity in sport, etc.).

Golf Canada Head Office* is currently located in Oakville, ON with plans to relocated to Caledon, ON by 2026. We currently work on a hybrid model (two plus “2+” work model), which requires two (2) days in office and any additional days (+) as required with some flexibility.

PRIMARY DUTIES:
1. Project: 10%
- Comprehensive review of the Volunteer Screening Initiative for Golf in Canada.
- September-October 2024

Project Vision & Goal:

- Golf Canada seeks to create a safer, more inclusive, and more efficient volunteer environment by implementing a centralized software solution for volunteer screening that is accessible by Provincial Sport Organizations (PSO’s) and the National Sport Federation (NSF). With over 5,000 volunteers annually, the current manual process surrounding Golf Canada's Screening Policy poses challenges in ensuring a fully vetted, safe community for young and old alike to support and enjoy the sport.
- The project vision is to establish a unified, standardized screening process that eliminates duplication of efforts across Golf Canada and Provincial Sport Organizations in golf as well as duplication of screening across the system. This will not only make the screening process more efficient but also create a shared standard of safety across the sport of golf in Canada.
- This priority is directly aligned with the Canadian Olympic Committee's focus on Safe Sport, targeting improvements in Governance and Leadership by streamlining administrative tasks and ensuring more robust, reliable screenings.

Project deliverables:

- Needs Assessment and Benchmarking: The Project Steering Committee will provide an overview of the needs and opportunities across PSOs/NSFs to identify their current systems (including a briefing on those employed across various Golf Canada departments), challenges and similarities in process, and needs in volunteer screening. In addition to this status-quo, benchmark work to understand current solutions employed by other organization/sectors that may be aligned with the needs of the project should be completed.
- Identification of Alternatives: Identify and evaluate software, partner, or process solutions (or consider outsourced custom web-development to integrate into Golf Canada systems) that specialize in volunteer screening, focusing on those which enhance safety and inclusivity.
- Establishing and Aligning on Selection Criteria: The approach ultimately selected must be designed to accommodate multi-level user access, allowing PSOs to utilize the same system without compromising data integrity or privacy, at an annual cost basis comparable to current spending.
- Presentation of Recommendations and Requirements: Where legally possible and in accordance with privacy regulations, a shared ‘database’ (or alternative) of screened volunteers will be maintained. This will eliminate the need for volunteers to undergo multiple screenings when transitioning between Golf Canada and PSO events.
- Project Implementation: Support the development of a roadmap to implement the recommended new system working closely with the People & Culture team.

2. Volunteer Coordination 40%
- Maintain a volunteer alumni database by ensuring record keeping for all pertinent documents during recruitment process, including Code of Conduct and Ethics, Volunteer Drug & Alcohol Policy, AODA, Training, and Background Checks.
- Assist with coordinating and managing new volunteer orientation for volunteers.
- Assist with administration as it relates to volunteer processes as required.
- Create, compile and format survey results as required.
- Recommend opportunities for training, engaging, and recruiting volunteers as required. Administer position descriptions for all volunteer roles, including duties, desired skills and attributes, and time requirements.
- Facilitate communications with volunteers and volunteer alumni.
- As part of the People and Culture team, recommend opportunities for engaging volunteers and alumni.
- Registering volunteers and alumni for their desired communications.

3. Administration 30%
- Administer safe sport screening processes as required, ensuring completion.
- Ensure confident

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