Volunteer Resources Specialist

Job Summary & Requirements
In the context of a busy office environment, the
Volunteer Resources Specialist
is responsible for timely and quality administration of both the volunteer program and the health centre's high school Co-op and student programs.

The Volunteer Resources Specialist supports all aspects of the volunteer life cycle from recruitment and onboarding to performance management and retention and recognition. They promote best practices in volunteer engagement to support and monitor desired outcomes through coaching volunteers, students, and staff. They act as a general staff liaison for all RVH service areas where volunteers and students are placed.

In addition to being a central point of contact for the Volunteer Resources team, the Volunteer Specialist is responsible for data management and supports statistical reporting on activity and results for planning and evaluation purposes. The Volunteer Resources Specialist reports to the Manager of Volunteer Resources.

Education:

• University degree or College diploma in related discipline or equivalent (Human Resources Management, Philanthropy)
• Completion of Volunteer Management Leadership Certificate strongly preferred

Experience:

• At least three (3) years of experience demonstrating volunteer management knowledge or human resources management, producing appropriate position description and forms, risk management, leadership, creating a strong volunteer program, interviewing, hiring the appropriate people and matching them to the job, mediation, handling concerns with staff and volunteers, people skills, and knowing how to handle different personalities.
• At least one (1) year of experience demonstrating public speaking, training, and event planning skills
• At least three (3) years of progressive experience in administration, report writing, multitasking, MS Office Suite, volunteer management databases as well as developing innovative ideas.

Competencies:

• Leadership skills to supervise and coach volunteers and staff to support desired outcomes
• Passion for volunteerism and those who give of their time so generously
• Demonstrated critical thinking and problem-solving skills
• Excellent time management and organization skills
• Ability to analyze data and develop reports and work plans
• Outstanding written and verbal communication skills
• Interpersonal skills with demonstrated ability to address concerns with tact and diplomacy while focused on the Vitally You values
• Ability to be self-directed, show initiative and also work effectively as part of a team
• Proven skills in building and maintaining relationships with external stakeholders (community groups and school boards)

Responsibilities:

• In alignment with our Vitally You tactics, the position conducts regular rounding on all volunteers, quarterly rounding on leaders/programs which have volunteer support and preparation of monthly reports.
• Support of the high school student Co-op and volunteer program including orientation, recognition, and celebration events as required.
• Partner with the Auxiliary to provide support of Auxiliary special events and recognition of volunteers through the service awards.
• Preparing monthly status reports for the Manager of Volunteer Resources and bi-monthly reports for the Auxiliary Board of Directors on key achievements and changes within volunteer resources.
• Identifying volunteer needs, recruit, interview, and place volunteers, matching skills with opportunities following volunteer management best practices in order to meet the needs of service to advance patient care, employee and physician experience.
• Problem solving and supporting existing volunteers with respect to their assignments and managing absences and scheduling of replacements
• Promotes positive staff/volunteer relations and works with Manager as problems arise.
• Assist in developing a recruitment plan
• Identify potential volunteer team leaders and trainers where gaps exist and provide training and expectations.
• Write nomination recommendations for volunteer achievement awards.
• Recognize volunteers and staff
• Provide volunteer references and confirmation of volunteer hours.
• Maintain listing of current volunteer vacancies and develop recommendations for interview scheduling based on program needs.
• Identify services that are hard to fill, have high turnover or low volunteer engagement and perform a service review in consultation with stakeholders.
• Collaborate with key internal and external stakeholders to develop new services.
• Analyze and evaluate results of service review and implement improvements and changes.
• Perform rounding for outcomes on managers and volunteer team leaders.
• Prepare and distribute work plans and follow up on items that require action and report back to stakeholders in a continuous quality improvement feedback loop.
• Oversee the updating and maintenance schedule of volunteer position descriptions.
• Coach volunteers and staff on service-related issues, concerns, and operational processes.
• Liaise with staff and volunteer team leaders to promote volunteer engagement.
• Effectively utilize the volunteer information management database (VSYS) to support the staff and volunteers, collect statistics and develop reports as needed.
• Compile departmental indicators, analyze statistics and trends, and prepare summary reports for use by various stakeholders.
• Coordinate the high school Co-operative education learning program, including developing orientation, and onboarding tools and liaising with the school board. Responsible for screening, interviewing and selection of students for appropriate positions, as well as evaluations of the program at the end of each semester.
• Reaching out to, developing, and maintaining relationships with external community groups
• Responsible for representing Volunteer Resources at internal and external meetings and committees and assisting with special projects (i.e., Volunteer Appreciation Week and student recognition awards throughout the year)
• Ability to work occasional evenings at special events or meetings