Job Description – Victoria Symphony – Festival Volunteer Coordinator
Applications Open Thursday November 21 until Thursday December 5, 2024
The Volunteer Coordinator (VC) is responsible for the overall management of the Symphony in the Summer Festival Volunteer Program (with a focus on Symphony Splash). This includes recruiting, screening, managing, and training of all volunteer staff.
The VC will directly manage volunteers and provide guidance, support, resources and tools to volunteer team leaders. The VC administers and reviews policies and procedures, which guide the volunteer program. The VC assists the Executive Producer of Splash and the Executive Administrative Assistant with assigned administrative duties. The VC position will involve mostly in-office hours but some work can be done remotely. The VC reports to the Executive Administrative Assistant.
Timeline of required hours:
Stage 1
December 12 – April 30, to be discussed with the successful applicant. May require more hours (in the first few weeks to outline process). In the following weeks, we expect no more than one full day per week.
Stage 2
Part-time May 1 – June 30, 8 weeks x 17.5 hours
Stage 3
Full-time July 1 – August 15, 6 weeks x 35 hours
Distribution of hours may change.
Specific Responsibilities Include:
Volunteer Recruitment
- Recruit and screen volunteers and dedicated team leaders for Symphony in the Summer Festival and Symphony Splash using a variety of recruiting methods
- Review and revise volunteer position descriptions, in consultation with staff, as appropriate
- Review and implement effective strategies to recruit effective volunteers with appropriate skills
- Promote the volunteer program to gain community support of the volunteer program and the Symphony
- Use Volunteer Management Software to record and track all volunteer information including their duties and hours
- Develop and implement an intake and interview protocol for potential volunteers to ensure the best match
Volunteer Management
- Using Volunteer Management Software and Excel, create schedules, track, and allocate volunteers as required, with input and direction from the Executive Producer of Splash and the Executive Administrative Assistant
- Coordinate and lead volunteer orientation and training sessions prior to the event to increase understanding of Symphony Splash, and the roles and responsibilities of volunteers
- As the primary contact for volunteers from March-August, ensure that volunteers receive the appropriate level of supervision
- Serve as a liaison between volunteers and other leaders
- Maintain a safe, healthy, and supportive environment for volunteers
- Be primary on-site contact for assigned team leaders and ensure that the volunteers are getting the support and help they need
- Working with the Event Assistant and festival team, organize a volunteer appreciation party
Administration & Production
- Create reports for the Executive Producer of Splash and the Executive Administrative Assistant as required including regular status updates and a final event report
- Administer and monitor expenditures for the volunteer program against the approved budget
- Work with the Executive Producer of Splash and the Executive Administrative Assistant to prepare meeting agendas and take meeting minutes
Qualifications:
- A post-secondary degree or diploma in communications, arts administration, hospitality, or a related field (or equivalent experience)
- Excellent organizational skills / project management experience
- Outstanding interpersonal skills
- Strong attention to detail, and a demonstrated ability to multi-task and meet tight deadlines in a fast-paced environment
- A passion for the performing arts (experience in arts administration is an asset)
- Positive and motivated, with a self-starter work ethic, and a resilience in the face of challenges
- The ability to work flexible hours, sometimes including weekends, evenings, and holidays
- Basic math and Excel skills
Remuneration: $25 per hour
To apply:
Please send your cover letter and resume to admin@victoriasymphony.ca referencing ‘Volunteer Coordinator Position’ in the subject line. Qualified candidates from all backgrounds are encouraged to apply; Canadian citizenship/permanent residency is required.
Applications will be accepted until Thursday December 5.
The Victoria Symphony hires based on merit and is committed to employment equity, diversity and inclusion. As such, we welcome all applications from women, racialized persons/persons of colour, Indigenous peoples, persons with disabilities, persons of all sexual orientations and gender identities, and others who may contribute to the further diversification of ideas.
