The Food Bank of Waterloo Region has an opening for the following position starting April 4, 2016:
Administrative Volunteer Coordinator (8 month Contract Position)
Purpose
Reporting to the Program Director, the Administrative Volunteer Coordinator supports volunteer
recruitment and training to meet operational, administrative and event needs while using available
systems to track and report on overall volunteerism. Measuring volunteer engagement is key to ensure
the Food Bank retention levels are strong. Ongoing communication with the team is also important in
leveraging opportunities to improve on existing processes and role accountabilities.
Duties & Responsibilities
NEEDS ASSESSMENT
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Identify all administrative, special event and general staff needs which can be supported
through volunteerism
Support other areas of the Food Bank (e.g. operations and group engagement program) in their
volunteer needs assessment
Support the development of volunteer job descriptions for next steps in recruitment process
RECRUITMENT
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Complete postings, utilizing various channels, for all volunteer roles
Support efforts associated to volunteer information sessions
Review and revise interviewing criteria by role
Coordinate all incoming volunteer applications, prescreening and interview schedules
Participate in interviewing and candidate selection process
Develop and implement onboarding for all volunteers as it relates to orientation, administrative
activities and training on the Volunteer Management System
Develop and implement volunteer onboarding and training for all administrative and special
event volunteers as it relates to job activities and health and safety
OVERSITE OF VOLUNTEERS
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Schedule all administrative and special event volunteers ensuring adequate support is in place
Take on leadership role over administrative and special event volunteer teams (where
significant volunteer support is required) to ensure volunteer accountabilities are effectively
executed as planned
Help plan and participate in regular staff and volunteer administrative and special event
meetings
Act as key member of special event project teams
Conduct administrative and special event volunteer performance
Oversee volunteer appreciation efforts ensuring consistency across organization
The Food Bank of Waterloo Region | Administrative Volunteer Coordinator | February 2016
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VOLUNTEER MANAGEMENT SYSTEM
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Ensure all volunteers are proactively and accurately tracking hours in the volunteer
management system as it relates to their activities
Create, maintain and report on all records in the volunteer database on both predetermined
and ad hoc data requests as well as support data analytics
Assess and implement solutions where appropriate to the volunteer management system to
support increased efficiencies
COMMUNICATION
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With support from Marketing and Communications, create and distribute communications to all
volunteers and agencies via notices, communication boards, newsletters and other appropriate
mediums
PLANNING & FORECASTING
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Develop succession planning for volunteer roles (where appropriate) that includes cross
training, back up resources with multi discipline experience and development of volunteer
career pathing
Review and act on both customer service satisfaction results (donors, agencies, groups) and
staff/volunteer feedback to refine admin/event activities in support of a positive experience
Conduct an annual volunteer survey followed by bi-annual volunteer sessions for all volunteer
roles to share survey results, collect feedback, discuss action steps and review health and safety
Conduct a yearly review of existing volunteer job descriptions and revise where appropriate
Support the completion of yearly volunteer forecasting leveraging lessons learned and budget
needs
Develop and implement an annual volunteer recruitment strategy which includes the
investigation into new recruitment opportunities while leveraging marketing and
communications to reach out to the community
COLLABORATE
 Accept, review and incorporate feedback from staff, volunteer and other key stakeholders to
assist in the various facets of the volunteer program
Education, Experience and other Qualifications
 Post-Secondary education or equivalent work experience
 2-5 years previous experience in recruiting, leading, working with and supporting volunteers or
staff teams
 Project Management experience an asset
 Experience working in volunteer data base systems an asset
 Experience working in Raiser’s Edge an asset
 MS Office experience (Word, Excel, Power Point, Outlook)
 Ability to create and interpret reports (basic trending and forecasting)
 Experience implementing and launching software solutions an asset
 Driver’s license
 First Aid Training an asset
The Food Bank of Waterloo Region | Administrative Volunteer Coordinator | February 2016
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Key Attributes
 Professional approach
 Strong communication skills both written and verbal
 Ability to connect with people and build and maintain relationships
 Thrive in a fast paced changing environment
 Ability to create a positive environment for volunteers with varying backgrounds and skill levels
 Attention to detail
 Aptitude with systems and technology
Time Requirements
The Food Bank’s regular office hours are Monday – Friday 8:30am – 4:30pm.
It is understood that all team members are often required to work irregular hours to ensure that the
objectives of the organization and our commitments to volunteers, members and the community are
being met.
The Food Bank of Waterloo Region provides employees with a flexible and progressive benefit package
which accommodates for hours worked above and beyond and strives to address the personal time
needs of each employee.
Position Conditions (Physical Demands)
 Frequent sitting and computer operations
 Reading data and input
 Periodic noise (equipment, volunteer groups)
 Dust and dirt present
 Fumes present (exhaust)
 Periodic travel
 Occasional lifting
Applications are being accepted until Monday February 22, 2016. Please submit your resume and cover
letter including salary expectations to:
Human Resources
The Food Bank of Waterloo Region
50 Alpine Court
Kitchener, ON N2E 2M7
519-743-8965 (fax)
[email protected]
No telephone calls please. Only those candidates selected for an interview will be contacted.
The Food Bank of Waterloo Region | Administrative Volunteer Coordinator | February 2016
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