Volunteer Coordinator – Victoria Symphony Splash
The Volunteer Coordinator (VC) is responsible for the overall management of the volunteer program including recruiting, screening, managing and training volunteer staff, and assisting the preparation and execution of Victoria Symphony Splash. The VC directly manages volunteers and provides guidance, support, resources and tools to those who supervise volunteers. The VC administers and reviews policies and procedures which guide the volunteer program. The VC assists the Event Manager with some administrative duties to help with the preparation and execution of Victoria Symphony Splash. The VC assists the Production Manager in the preparation of the event, including preparing materials for the site and completing event set-up and tear down. The VC works both in an office environment and in nonstandard workplaces; the VC’s schedule will be as needed, including some evenings and weekends. The VC reports to the Event Manager and the Production Manager.
Candidates must have:
- Excellent communication skills and comfort with public speaking in front of large groups
- Excellent organizational skills
- Strong computer skills, ideally in Excel, Word, and Outlook.
- Experience in volunteer management software and/or CRM databases.
- Ability to successfully manage multiple tasks
- Ability to delegate tasks to others
- Must be self-motivated, pro-active, strategic, collaborative and have good follow-through skills
- Supervisory and/or leadership experience
- Some post-secondary education
Outline of Main Responsibilities
- Volunteer Recruitment
- Use a variety of recruiting methods such as networking, advertising, social media, local media, and community meetings to recruit approximately 400 volunteers for Symphony Splash
- Review 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
- Contact previous volunteers
- Use Volunteer Management Software to record and track all volunteer information including their duties and hours
- Recruit dedicated team leaders for all volunteer areas
- Volunteer Screening
- Screen volunteers, including interviewing candidates, conducting background checks and verifying references
- Develop and implement an intake and interview protocol for potential volunteers to ensure the best match between the skills, qualifications and interests of the volunteers and the needs of Splash
- Volunteer Scheduling
- Create schedules as required, with input and direction from the Event Producers
- Schedule volunteers into allotted time slots
- Use Volunteer Management Software and Excel to organize and track volunteer time slots
- Work with Event Manager to ensure adequate volunteer coverage and appropriate placement of volunteers
- Volunteer Training
- Responsible for coordinating and leading volunteer orientations and training sessions prior to the event to increase understanding of Symphony Splash, and the roles and responsibilities of volunteers
- Ensure adequate training is provided for volunteers
- Explain rules and regulations
- Volunteer Management
- Be the primary contact for volunteers from March-August
- Ensure that volunteers receive the appropriate level of supervision
- Act as a supervisor for all volunteers
- Serve as a liaison between volunteers and other leaders
- Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations
- Be primary on-site contact for assigned team leaders and ensure that the volunteers are getting the support and help they need
- Volunteer Recognition
- Organize a volunteer appreciation party
- Ensure that volunteer appreciation gifts are prepared prior to event
- Ensure that volunteers are acknowledged
- Create reports for the Event Manager and the Production Manager as required including regular status up-dates and a final event report
- Administer and monitor expenditures for the volunteer program against the approved budget
- Work with the Event Manager to prepare meeting agendas and take meeting minutes
- Update and distribute business notifications to local downtown community
- Other tasks as required by the Event Manager
- Production Assistance
- With a crew of volunteers, assist with the transport of supplies from the office to the site and back again after the event
- Prior to event, work with the Event Manager and Production Manager to ensure that all areas are equipped with prepared supply boxes
- Prior to event, work with the Event Manager and the Production Manager to ensure there is adequate site signage
- Other tasks as required by the Production Manager
The Volunteer Coordinator should demonstrate competence in most or all of the following:
- Behave ethically: Understand ethical behavior and business practices, and ensure that their own behavior and the behavior of others is consistent with these standards and aligns with the values of the Victoria Symphony and Splash
- Communicate effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
- Build relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the Victoria Symphony and Splash
- Creativity/innovation: Develop new and unique ways to improve operations of the volunteer program organization and to create new opportunities for recruitment.
- Foster teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.
- Lead: Positively influence others to achieve results that are in the best interest of the organization.
- Make decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
- Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.
- Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
- Part-time through June then full-time hours July-August
- Work in an office setting in the Victoria Symphony administration offices in downtown Victoria
- Successful candidate will have full availability July 23-August 8
Please send a resume and cover letter indicating how your skills and experience will benefit Victoria Symphony Splash to Emily Boon at [email protected]
Applications will be accepted until April 22nd and will be reviewed as they arrive.