Coordinator, Events

**COORDINATOR, EVENTS & VOLUNTEER ADMINISTRATION**(FTE: 1.0 / Full-time: 37.5 hrs/week)

Pilgrims Hospice Society (PHS) is a registered charity that provides supportive and compassionate family-centred care to enhance the quality and dignity of life for those diagnosed with a progressive, life-limiting illness as well as support to those who are grieving the death of a loved one, from any cause.

Do you love coordinating events and helping to keep a team organized? Do you embrace technology and are highly organized and detail oriented? Do you have experience supporting a volunteer program? Are you passionate about making a difference in the lives of others? If so,**you may just be the newest member of the Pilgrims Hospice Society team.

**Position Summary**:
Reporting to the Director, Fund Development, the Coordinator, Events & Volunteer Administration is responsible for coordinating and supporting all aspects of fundraising and donor appreciation events, including data entry and accurate record keeping, stewardship initiatives, relationship tracking and successful execution of events.

The Coordinator, Events & Volunteer Administration is also responsible for the day-to-day administration of the PHS volunteer program and acts as the contact for prospective volunteers. Working alongside the Volunteer Development Lead and Program Leads to deliver the PHS volunteer management program, including volunteer needs assessments, recruitment, selection, pre-screening, training, and volunteer appreciation events.

The Coordinator, Events & Volunteer Administration is accountable for the execution of all assigned Fund Development and Volunteer Services events, special projects and initiatives, and is expected to work within PHS guidelines, policies/procedures, strategic initiatives, and mission of the organization.

**Primary Duties and Responsibilities**:
Fundraising & Donor Appreciation Events

Responsible for on-site coordinating and executing all aspects of PHS annual fundraising events (ie. Hike for Pilgrims Hospice in April, Sunflower Luncheon in September), and all donor appreciation events throughout the year, in accordance with PHS event workback plans.
- Events Coordination/Administration:_
- Monitor event project timelines and budget, including venue and vendor/supplier contract management, event staffing (volunteers), event day production schedule.
- Event day setup and tear down, including technical requirements, signage and décor.
- Post-event thank you notes and calls.
- Compile event statistics for trend analysis & reporting purposes during final debrief meeting.
- Event Meetings/Scheduling:_
- Schedule and participate in all pre and post event meetings/check-ins as outlined in applicable event plan workback schedule for key stakeholders.
- Update applicable event plan workback schedule as appropriate based on event feedback received from key stakeholders and the Fund Development Team.
- Compile and distribute event meeting minutes and action items to applicable stakeholders after each meeting/check-in.
- Event Contact:_
- Go to person for all questions from attendees, event volunteers, support staff, suppliers/vendors, before, during, and after event.

Fund Development
- Organize PHS direct mail appeals, working closely with PHS Marketing & Communications, the printing company and Canada Post.
- Prepare Fund Development reports for weekly team meetings to provide updates on all current and upcoming fund development projects and activities. Record team meeting minutes and distribute minutes to team.
- Follow PHS stewardship checklists and processes for all fund development events and special projects.
- Assist with scheduling of tours, as needed. May be required to provide tours to prospective or new donors on an ad hoc basis.
- Support Fund Development Team in other projects and initiatives, as required.

Volunteer Services
- Administer the volunteer recruitment, onboarding, training and offboarding process, including coordinating volunteer information sessions, obtaining vulnerable sector criminal record checks for successful applicants, reference checks, registering and training volunteers on InfoAnywhere, creating and maintaining volunteer profiles in Raiser’s Edge and InfoAnywhere databases, conducting annual satisfaction surveys and assisting with distributing exit interviews.
- Support Volunteer Development Lead with volunteer training and other volunteer-related initiatives, including attending and assisting with quarterly in-house two-day (Friday and Saturday) volunteer training session, and participating in volunteer networking group meetings with other volunteer organizations including AHPCA and the VC Hub.
- In conjunction with the Volunteer Development Lead and Program Leads, organize annual volunteer appreciation event during National Volunteer week.
- Collaborate with Program Leads to determine volunteer needs for special events and internal program events.
- Back up support for voluntee