Administration & Volunteer Coordinator

Posted: May 2, 2025

Closes: May 17, 2025

Posting #: 1010

**INTERNAL/EXTERNAL POSTING**

**ADMINISTRATION AND VOLUNTEER COORDINATOR**

**PERMANENT NON-UNION FULL-TIME**

**OFFICE LOCATION**:Stevenson Hall, Peterborough ON

**START DATE**: ASAP

**WAGE RANGE**:To Be Determined

**HOURS**: 35 hours a week (primarily weekdays with some weekends, evenings)

**POSITION PURPOSE**:
YWCA Peterborough Haliburton provides safe, secure, confidential crisis, and support services to women and their children in Haliburton and Peterborough Counties who have experienced abuse while working within the YWCA philosophy and policy guidelines.

**MAJOR RESPONSIBILITIES**:

- Organize, maintain, and coordinate office records and files in their proper locations.
- Coordinate the logístical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
- Works with the Senior Management Team to develop processes and systems to support the work of YWCA staff and volunteers.
- Ensure all forms and reports are completed as needed, such as all incident reports.
- Observe and report any security issues to the Property Manager and/or Director of Operations.
- Answer any questions with the public, clients, and volunteers and refer to the appropriate department.
- Maintain inventory of office supplies, order supplies as required and arrange for servicing of office equipment.
- Maintain IT inventory (i.e. laptops and related equipment) and arrange for servicing as needed with external IT support.
- Oversee the agency's United Way fundraising activities (i.e. plan internal fundraising events and activities).
- Develop and implement volunteer recruitment plans, strategies, and marketing materials to attract a wide and diverse range of volunteers.
- Develop and implement intake and interview protocol for potential volunteers to ensure best match between skills, qualifications, and interest.
- In conjunction with the Leadership Team, develop and implement a volunteer onboarding experience on approved policies, procedures and organizational structure for volunteers and, if necessary, training programs and for all volunteers.
- Recruitment (advertising and outreach), training, placement, recognition, retention, tracking and evaluation.
- Evaluate ongoing volunteer needs and work program directors to develop and grow new volunteer positions.
- In conjunction with the Director of Operations, develop, administer, review, and recommend revisions to the volunteer policies and procedures; assist with updating the related policies and procedures.
- Provide potential volunteers, the general public and other agencies with information regarding services and volunteer opportunities.
- Maintain a volunteer database (Excel) and updated records on all volunteers.
- Maintains volunteer records, tracks volunteer time devoted to projects and tasks, results of volunteer activity, and prepares regular reports and analyses based upon program goals and objectives.
- Recognize volunteers on a regular basis, both formally and informally.
- Set up and attend volunteer meetings.

**QUALIFICATIONS**/

**REQUIREMENTS**:

- Self directed, detail-oriented, with highly organized work habits
- Ability to problem solve complex issues and be creative in finding solutions
- Ability to manage multiple projects within the same time period
- Skilled at making contributions to an open and collaborative work environment
- Appreciates the need to work independently while supporting team members and organizational objectives
- Quick to respond to requests for service from all volunteers and teammates
- Demonstrates empathy and genuine care for people
- Demonstrates a high level of integrity, trustworthiness, and accountability
- Is approachable with excellent interpersonal and communication skills
- Has the capacity to take action in challenging situations and manage uncertainty
- Fosters an awareness of, and develops strategies to mitigate organizational risk factors and ensure compliance with applicable regulations, legislation and YWCA policies and procedures
- Advanced experience with MS Office (Word, Excel and PowerPoint), databases and Zoom
- Acts with integrity, trustworthiness, humility, transparency and compassion.
- Ability to work with and meet tight timelines
- A satisfactory Criminal Reference Check with Vulnerable Sector Screening
- Understanding of feminism and women's based organizations an asset
- Personal experience with gender-based violence an asset
- Member of the Association of Managers of Volunteer Services an asset
- Member of the Provincial Association of Volunteers of Ontario an asset

**Please submit resume and cover letter by 4:00pm, May 17, 2025 to**

Full job description available at the main desk at YWCA, 216 Simcoe Street, Peterborough and on the YWCA Website.

**_
YWCA Peterborough Haliburton actively encourages all women-identified individuals from all equity deserving groups. YWCA Peterborough Haliburton embra