Victoria Symphony – Summer Festival Volunteer Coordinator

The Volunteer Coordinator (VC) is responsible for the overall management of the summer festival volunteer program including recruiting, screening, managing and training volunteer staff, and assisting the preparation and execution of Victoria Symphony in the Summer festival.

They 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 Event Manager with some administrative duties to help with the preparation and execution of Victoria Symphony in the Summer festival. 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.


Specific Responsibilities Include:
Volunteer Recruitment

• Recruit and screen approximately 400 volunteers and dedicated team leaders for Symphony in the Summer 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 Event Producers
• 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 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
• With a crew of volunteers, assist with the transport of supplies to the site and back after the event
• Work with the Event Manager and Event Assistant to ensure that all areas are equipped with the necessary supplies
• Work with the Event Manager and the Production Manager to ensure there is adequate site signage
• Some general office admin and other related tasks as required 

Qualifications:

• Excellent communication skills and comfort with public speaking in front of large groups
• Excellent interpersonal and 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 and problem solve
• Ability to delegate tasks to others
• Self-motivated, pro-active, strategic, collaborative and good follow-through skills
• Supervisory and/or leadership experience
• Post-secondary degree or diploma in HR or Administration or a related field (or equivalent experience)

The position will be approximately 14 weeks, primarily based in the Victoria Symphony offices, part-time in May then full-time through June-August. Partial remote work may be available, however the successful candidate must have full availability in Victoria from July 11 – August 7 2022.

Remuneration: $18.00 – $20.00/hour, commensurate with experience

Anticipated Start Date: May 16 2022

To apply:

Deadline for submissions is April 29 2022. Applications will be reviewed, and interviews scheduled, as they are received. Only prospective candidates will be contacted.

To apply, please submit a cover letter and resume, including 2 professional references, to rebecca@victoriasymphony.ca. All qualified candidates are encouraged to apply.

The Victoria Symphony hires based on merit and is committed to employment equity, diversity and inclusion. We welcome all applications from women, racialized persons/persons of colour, Indigenous peoples, persons with disabilities, persons of all sexual orientations and genders, and others who may contribute to the further diversification of ideas.