Coordinator of Volunteers & Events

  • Shaw Centre for the Salish Sea
  • Supervisory
    • Full Time | 
    • Permanent
  • 9811 Seaport Place Sidney, Sidney
  • 1 position available
  • Accessible Employer: Yes
  • Open to International applicants with valid Canadian Work permits: No
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Posted on July 2, 2024

Job Description

The Centre is looking to fill a new, blended role: Coordinator of Volunteers & Events. At the outset, we expect that approximately 75% time and effort will be focused on volunteer management activity and 25% time focused on events. The mix is likely to shift from time to time based on organizational needs, staff capacity, visitor volume, seasonal events and other activities. As a member of the Centre’s visitor-facing team, this position also provides regular, organization-wide support and responsibilities, including acting as a positive role model for others, as well as a dependable leader and coordinator of volunteers. Regular In Charge (IC) shifts are required, in addition to direct support of front-line services and Learning team as needed (i.e., volunteer enrichments).
This coordinator role is framed first and foremost as a volunteer leadership position in support of the Centre. Specific responsibilities for this role are the recruitment, development, management, and oversight of all aspects of the Centre’s volunteer program and team. The secondary responsibilities are to assume planning, leadership and coordination of on- and off-site events.
Volunteers are a vital part of the Centre’s operations and service to the community. The Centre’s mission is delivered daily, facilitated by our volunteers and staff engaging visitors with information about the Salish Sea, and interactions with animal ambassadors. We celebrate our large and active crew (~125) of volunteers, representative of the diverse communities throughout the region.
The volunteer program requires focused attention and leadership by the Coordinator of Volunteers & Events. This work will include liaising with team members across functional areas of the organization to help meet organizational needs with volunteer resources. Seasonally, management of the volunteer teams mirrors our visitor volume, with summer months and spring break being the busiest times. Volunteer appreciation month is an important and busy part of the annual cycle that requires a great deal of planning.

Responsibilities & Qualifications

Responsibilities and Duties
Like all visitor-facing staff, the Coordinator of Volunteers & Events will wear many hats and must be flexible and mindful in prioritizing responsibilities based on the unique operational needs of the day.
Volunteer program leadership – Manage all aspects of the Centre’s Volunteer program. This work includes program development, recruitment, onboarding, scheduling, administration, hours tracking, coaching, regular communications (face to face and electronic), navigating problems, recognition, appreciation, and careful integration and collaboration across all departments utilizing volunteers. Ideally, manage and monitor the volunteer schedule(s) to ensure optimal “coverage” to enhance visitor experience. Maintain existing and develop new external community and industry relationships to expand opportunities for volunteers and stay current with best practices in the field of volunteer management. This work requires taking an active leadership role in implementing and maintaining the Centre’s core value of inclusivity (inclusion, diversity, equity and accessibility) in all aspects of the volunteer program.
Daily Operations In Charge – The Coordinator of Volunteers & Events will be responsible for regular In Charge (IC) duties and on any given day may be required to support the team and/or tasks in visitor-facing departments (Visitor Experience and Learning Team).
Event Coordination – The Coordinator of Volunteers & Events will be responsible for planning, coordinating, managing and in some cases, facilitating, hosting, or leading events, both on-site in the Centre and off-site within the community (NB: this is not inclusive of Outreach programs organized and led by the Learning team). Events will include but are not limited to volunteer recruitment events, National Volunteer Week/volunteer appreciation events (on and off-site), A-SCARE-IUM, Treat Streat, community parades (Canada Day, Sidney Sparkles, etc.), staff and volunteer gatherings (e.g., open house, holiday celebration, summer potluck, etc.) and others as needed. Liaise with leadership to recruit/schedule volunteers for a variety of outreach or other community-facing events.

Work experience and skills:
• Minimum one year in a volunteer coordinator role, or two years of directly related experience
• Related experience should include demonstrated experience working with volunteers of different ages, abilities, backgrounds, education, etc., preferably including recruitment, screening, training, scheduling, communications
• Working knowledge of Google suite of programs and apps; experience creating, working with documents and spreadsheets; experience/ability to effectively use LinkedIn app; ability to effectively use graphic/video software or apps a definite asset. Ability to broaden scope of communications with volunteers via various social media platforms desirable
• Strong communications skills (written and verbal); comfortable with public speaking/presentation and willingness to represent the Centre to the community both internally and externally (e.g., recruitment fairs, community events, etc.)
• Advanced interpersonal skills; demonstrated ability to employ leadership, adaptability, patience, empathy and professional conduct in all interactions with staff, volunteers, visitors and partners

• Excellent teamwork and collaboration skills; ability to work in a friendly, professional and cooperative manner with individuals regardless of their position (e.g., senior managers, Board members, junior staff, volunteers, etc.)
• Organizational skills and time management in order to prioritize and meet deadlines; splitting work hours, and adjusting as necessary to fulfill all responsibilities; maintaining work hours as scheduled and avoiding accruing overtime if possible; keeping track of overtime hours, stat holidays/days in lieu, vacation to minimize time owed where possible
Hours: Full time, on-site employment (30 to 37.5 hours/week); weekly schedule will include at least one weekend day (required), some holidays and evenings, depending on events.


$44,000-47,000 depending on experience, based on 37.5 hrs/week

Other Perks/Benefits

• Two weeks (10 days) vacation per year • 5 paid sick days • Employer-paid extended medical and dental benefits after 3 months (Extended Health, Dental, Life Insurance and Accidental Death and Dismemberment) • Access to Employee and Family Assistance Program from first day of employment • Paid volunteer days (2.5/year)

Job Application Process

Please email your resume and letter of interest to Deanna Mathewson, Director of Business Operations. Application deadline is midnight, July 12, 2024. We consider diversity essential, not only to the health and vibrancy of the Salish Sea bioregion, but also to our workplace. At the Shaw Centre for the Salish Sea, we celebrate the ways in which diverse identities and lived experiences inspire us to stretch our hearts and minds. As an organization and community, we are committed to cultivating an inclusive culture in which all people can find belonging and safety. We encourage applications from all underrepresented groups and identities. Studies have shown that women and people of colour are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

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