Administration & Volunteer Coordinator - Peterborough, Canada - YWCA Peterborough Haliburton

YWCA Peterborough Haliburton

Verified Company

Peterborough, Canada

3 days ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Posted:
November 23
rd, 2023**
Closes: December 7th
, 2023

Posting #:
**
INTERNAL/EXTERNAL POSTING

ADMINISTRATION AND VOLUNTEER COORDINATOR

Permanent Full-Time

OFFICE LOCATION:
Stevenson Hall, Peterborough, ON

START DATE:

ASAP

WAGE RANGE:

TBD

HOURS:
Full-Time, Days (occasional evenings and weekends)

POSITION PURPOSE:

The Administration and Volunteer Coordinator will serve as an important part of the YWCA Peterborough Haliburton team and support its programs, services, fundraising efforts and events through administrative support and the coordination of the volunteer effort.

The Administration and Volunteer Coordinator is responsible for covering a wide variety of clerical office duties in support of YWCA Peterborough Haliburton Management Team and programs.

Responsibilities will include coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, and scheduling appointments.

The central goal is to provide outstanding customer service and support. As the 'face' of our organization, the role will be presentable and friendly, with outstanding people skills.

Working with other members of the staff team, the Administration and Volunteer coordinator will develop an intimate understanding of the needs of the organization and work to support those needs by taking on initiatives related to recruiting, selecting, onboarding, training, scheduling, and evaluating volunteers.

MAJOR RESPONSIBILITIES:

Administration:

Type forms, letters, reports, and memos as necessary.
Accept all letters and packages, and distribute them to their appropriate departments.
Ensure the front desk is neat, presentable, and equipped with all the necessary supplies such as pens, forms, and paper.
Organize, maintain, and coordinate office records and files in their proper locations.
Coordinate the logístical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
Prepares and circulates minutes and documents as required; ensuring appropriate level of confidentiality.
Works with the Director's team to develop processes and systems to support the work of YWCA staff and volunteers.
Ensure all forms and reports are completed as needed, such as all incident reports.
Takes minutes for various committees, as required.
Observe and report any security issues to the Director of Operations.
In conjunction with the Payroll Coordinator, review all incoming mail and direct to appropriate individuals or their mailboxes.
Handle petty cash and receive payments by cash, credit card or cheque.
Answer any questions with the public and volunteers and refer to the appropriate department, if required, such as any questions relating to our food box and fundraising programs.
Maintain inventory of office supplies, order supplies as required and arrange for servicing of office equipment.
Liaison with building management and act as first point of contact for visitors.

Volunteer Coordination:

In conjunction with the Director of Operations and Communication Manager, develop and implement recruitment plans, strategies, and marketing materials to attract a wide and diverse range of volunteers.
In conjunction with the Director of Operations, develop and implement intake and interview protocols for potential volunteers to ensure the best match between skills, qualifications, and interests.
In conjunction with the Management Team, plan, organize, implement, and evaluate the operation of the organization's global volunteer plan (recruitment, placement, and retention) in order to meet the organization's needs; interview and conduct reference checks on perspective volunteers; ensure satisfactory CPICs are completed.
In conjunction with the Director of Operations and Management Team, develop and implement an onboarding experience on approved policies, procedures and organizational structure for volunteers and, if necessary, training programs for all volunteers.
Select and place volunteers according to project and organizational needs and suitability and skills of the volunteers.
Recommends and develops ongoing volunteer utilization.
Identify leaders among volunteers and recruits and train them for additional responsibilities.
Recruitment (advertising and outreach), training, placement, recognition, retention, tracking and evaluation.
Responsible for volunteer screening, selection, and match process. Provide initial volunteer orientation and YW orientation.
In conjunction with the Director of Operations, develop and maintain relevant volunteer position descriptions.
Act as a primary YWCA connection to recruit volunteers from local colleges and universities.
Evaluate ongoing volunteer needs and work program directors to develop and grow new volunteer positions.
In conjunction with the Director of Operations, develop, adminis