Job Board > Coordinator, Volunteer Services - Vancouver Aquarium, an Ocean Wise initiative
This is a Permanent, Full-time position.
Category: OtherROLE OVERVIEW
Reporting to the Manager, Volunteer Services this role provides the highest standards of frontline customer service to volunteers ensuring that their time and skills are used effectively and that they have a positive volunteer experience. The Coordinator, Volunteer Services also manages the high school work experience (wex) program and provides ongoing assistance, coaching and support to staff responsible for leading groups of volunteers.
KEY ACCOUNTABILITIES
Manages the Work Experience (wex) program by:
• Developing and implementing an annual youth engagement strategy;
• Working with staff to develop work experience opportunities for high school students and coach them on how to successfully involve, screen, train and support youth volunteers;
• Promoting wex opportunities to teachers and career counselors and coordinating teacher visits;
• Managing paperwork (application forms, waivers and evaluations etc.), and administering the wex recognition program
Responsible for coordinating Volunteer Services’ recognition events and supporting Ocean Wise’s special events and fundraising galas:
• Coordinating our National Volunteer Week initiatives, our annual volunteer recognition event, and the annual Emeritus volunteer lunch;
• Planning recognition activities for International Volunteer Managers Day;
• Leading the recruitment, screening, training and supervision of volunteers for various Ocean Wise events and programs (e.g. Toast to the Coast, After Hours and Access Day etc.);
• Organizing social events, professional development opportunities, and field trips for volunteers
Assists in the coordination and facilitation of effective volunteer engagement by:
• Building positive relationship with volunteers, point people, staff and external stakeholders, fostering a welcoming climate, and advocating for volunteerism;
• Leading the needs assessment and volunteer recruitment activities for the adult volunteer program and assisting with their screening, placement, training and onboarding;
• Managing the processing of paperwork associated with recruitment and tracking completion of health and safety training;
• Assisting with ongoing risk assessment and the development of new policies and procedures;
• Coaching volunteers for improved performance and assisting with discipline and dismissal conversations, particularly related to the work experience program;
• Providing leadership and guidance to staff who supervise volunteers through ongoing coaching and updating the online coordinator resource hub on SharePoint;
• Mobilizing and supporting the volunteer photography and blog writing team, as well as supervising and supporting our office assistants and family volunteers;
• Producing the Saturday Update newsletter and the weekly brief;
• Coordinating our records management by maintaining hard copy files, managing the Better Impact database, initiating deactivations, moving files to off-site storage, training new coordinators how to use database and developing “how to” documents for reports/ queries
Handle day-to-day Volunteer Services Department operations by:
• Assisting with day to day operations of the Volunteer Services office;
• Responding to volunteer-related questions and inquiries in-person, by phone or email;
• Leading volunteer briefing meetings and conducting gallery audits and on-the-spot recognition;
• Maintaining accurate and up to date volunteer records – both electronic and hard copy;
• Distributing and tracking of volunteer resources such as keys, fobs, uniforms, and badges;
• Tracking, ordering and re-stocking supplies, uniforms and recognition perks;
• Directing and supervising the activities of department of practicum, work experience, family, group and ongoing adult volunteers, as required
Consciously improves the overall organization and its processes by:
• Continually improving our impact on the environment and greening of operations through support of EMS protocols;
• Maintaining and supporting organizational safety standards;
• Abiding by all organizational policies and procedures;
• Performing other duties of a similar nature or level.
Education and Experience
• Degree/ diploma/ certificate in HR or volunteer management or a Bachelor’s degree (in any discipline);
• 2 years of experience in HR and/ or volunteer management;
• 2 years of experience working with youth ages 10-18 years old;
• 1 year experience in event coordination;
• 1 year of training or group facilitation experience;
• CVA or CHRP designations preferred;
• Involvement with professional associations such as the Volunteer Management Professionals of Canada (VMPC) is an asset.
Technical Competencies
• Excellent relationship building and interpersonal skills required;
• Outstanding customer service attitude and abilities are required;
• Strong written, verbal and interpersonal communication skills required;
• Excellent project management, event coordination and time management skills required;
• Strong training, group facilitation, mentoring and coaching skills required;
• Ability to prioritize multiple tasks and competing demands, work accurately under deadlines, and thrive in an open, fast-paced office environment with constant interruptions is required;
• Intermediate-advanced MS Office Skills (Outlook, Word, Excel, and PowerPoint) is required;
• Basic-intermediate knowledge of Better Impact database is desired;
• Basic knowledge of SharePoint, InDesign, social media and websites would be an asset.
WORKING CONDITIONS
• Located at the Vancouver Aquarium in Stanley Park
Predominantly 9am – 5pm from Tuesday-Saturday; some evening work required;
• The incumbent will work in a shared office environment with the usual ergonomic risks.
Please apply directly online at: https://recruiting.ultipro.ca/VAN5001VAMSC/JobBoard/3cc32760-97d8-475c-b01d-1031a9a9fe3a/OpportunityDetail?opportunityId=f067f235-12fc-4092-8c28-c2cde63e2ce1
More info:
Lindsay Baker, CVA
lindsay.baker@ocean.org
Ocean Wise® employs over 500 people in more than 200 different positions across Canada, with various full, part-time and casual opportunities available throughout the year and across the country. This position will be located at the Vancouver Aquarium.
Join us in our mission to inspire the global community to increase its understanding, wonder and appreciation for our oceans.
