PLEASE BE SURE TO INCLUDE A COVER LETTER WITH YOUR APPLICATION
ROLE OVERVIEW:
The volunteer and events coordinator supports the successful development, implementation, and execution of an innovative, rewarding, high-quality volunteer tutoring program and works to plan, coordinate, and execute events that support ONE TO ONE and help the organization build a strong community around children’s literacy in British Columbia.
The volunteer and events coordinator works closely with the volunteer manager to ensure all ONE TO ONE volunteer tutors have a first-class experience across all programs, particularly those delivered in the Lower Mainland and managed directly by the ONE TO ONE office; from time to time the volunteer and events coordinator may be required to provide support to provincial volunteers either directly or through their district coordinator.
The volunteer and events coordinator also works closely with the executive director — and the rest of the ONE TO ONE team — to plan and host fund development, tutor appreciation, community building, and other events in support of our mission.
The role is execution-focused, but the volunteer and events coordinator also actively provides strategic support in the development of our volunteer strategy and operational plan. They are a key relationship holder and point of contact for volunteer tutors and volunteer networks, as well as for schools, families, and other community partners as necessary. They provide support across our entire program team as it relates to volunteer capacity, placement logistics, and relationship advice; they help the volunteer manager identify and cultivate ONE TO ONE champions who support, promote, and expand access to our programs.
As a point of contact for incoming volunteers, the volunteer and events coordinator is a welcoming presence that answers questions and guides prospective tutors through the intake pipeline and maintains accurate and up-to-date operational data. They receive direct leadership and mentorship from the volunteer manager to ensure a successful volunteer program province wide.
This is a full-time, hybrid role working 35 hours per week on average, with some flexibility required and the occasional need to travel within British Columbia.
DUTIES AND RESPONSIBILITIES OF THE VOLUNTEER AND EVENTS COORDINATOR
Volunteer Strategy, Planning and Evaluation (Support) – 10%
- Support the ONE TO ONE team in the development of a yearly operational plan; support the volunteer manager in executing the goals and targets set out in the plan.
- Support the volunteer manager to regularly assess and implement existing volunteer program policies, practices, and procedures; support the design, planning, and deployment and evaluation of effective volunteer management systems across all our programs.
- Support the development, deployment, and interpretation of a yearly volunteer program evaluation to assess the strengths of our volunteer experience and identify and act on areas for improvement.
- Support the volunteer manager to analyze ONE TO ONE’s volunteer pipeline and capacity models to ensure program viability, sustainability, and scalability.
- Work with the volunteer manager to ensure that volunteer recruitment, training, and recognition initiatives remain within budget.
- Identify opportunities for special projects related to volunteer experience, with the support of the volunteer manager and the rest of the ONE TO ONE team.
Volunteer Program Implementation, Delivery, and Administration – 60%
- Support the volunteer manager with the coordination and execution of all volunteer engagement touchpoints across current and future programs (incl. in-school tutoring, virtual tutoring, parent workshops and our provincial program); liaise, as necessary, with staff, schools, and partners to ensure faithful execution of volunteer management standards.
- Support the volunteer manager with recruitment, screening, selection, and onboarding of volunteer tutors.
- Support the volunteer manager with the management and maintenance of all volunteer information in Salesforce (and other volunteer management software) across the full volunteer lifecycle including recruitment pipelines, school placement and yearly volunteer hours; ensure data is clean, up-to-date, and available for regular reporting.
- Serve as a main point of contact and support the screening, interviewing, and criminal record check and code of conduct verification process for prospective volunteers, ensuring a timely, welcoming, and professional intake experience from initial interest to placement; ensure the accuracy, appropriateness, and effectiveness of volunteer records, including but not limited to those relating to matching, and placement.
- Work with the volunteer manager and the program team to provide volunteer support across our programs; respond to volunteer queries in a timely, professional manner; support the delivery of comprehensive volunteer training, including fall intake sessions, winter workshops, and specialized or supplemental ongoing training sessions.
- Support our volunteer recognition initiatives, including soliciting nominations for the Volunteer of the Year award and consulting with selection committees.
- Work with the volunteer manager to conduct province-wide, year-end recognition of volunteer tutors; support the program team with the province-wide, year-end recognition of schools, school coordinators, district coordinators as needed.
- Support the volunteer manager to recruit and organize internal volunteers to fill operational needs, including office administrative assistance, program support, and fundraising events as necessary.
Communications and Community Outreach – 10%
- Organize and attend community recruitment events, distribute marketing materials; appropriately and professionally represent ONE TO ONE at community activities, networking events, and volunteer centers to enhance the organization’s profile.
- Contribute to and help write the monthly Tutor News newsletter, managing content distribution and communications with active and prospective volunteers; contribute to our Word to Word newsletter and other public outreach initiatives as necessary.
- Support the entire ONE TO ONE team with community outreach, including gathering volunteer stories, testimonials, and photos to support marketing and fund development.
Fund Development and Events – 20%
- Co-lead the planning and execution of the ONE TO ONE Spelling Bee Challenge — our signature fundraising event.
- Co-lead the development and logistical execution of new events designed to increase community building, stakeholder engagement, and fundraising capacity.
- Collaborate with the volunteer manager to organize and execute high-impact volunteer events, including the annual tutor in-service training, peer-to-peer connection workshops (coffee chats), and the annual volunteer appreciation tea.
- Manage online event management platforms; accurately input contact and donation information related to all events into Salesforce.
- Work with the staff team, board, and committee members to ensure exceptional stewardship of all stakeholders by sending timely acknowledgment letters, scheduling thank you calls, and coordinating donor visits.
The volunteer and events coordinator may also be required to perform other duties in support of the program or organization, as required.
SKILLS & QUALIFICATIONS
Essential:
- Degree (or equivalent combination of training and experience) in social services, business administration, education, or a related, relevant discipline.
- Strong volunteer management or human resources background, with a knowledge of modern volunteer engagement practices desired.
- Exemplary verbal and written communication skills; top-notch interpersonal, customer service, and public speaking skills; ability to confidently educate, empower, and build relationships inside and outside the organization.
- Experience recruiting, motivating, and supporting volunteers in a non-profit setting.
- Strong organizational skills and attention to detail
- Strong technology and cloud-based computer skills, including proficiency in data collection and management, CRM information systems, and analysis for program evaluation.
- Ability to work both independently and as a member of a team.
- Valid BC driver’s license and access to a vehicle
- A clear criminal record check with a vulnerable sector search.
An Asset:
- Experience with Salesforce (preferably) or other volunteer/customer relationship management software.
- Experience in the BC elementary school system; familiarity with community literacy
- Experience in adult education, literacy, training design, or workshop facilitation.
- Experience with sales, community marketing, or public relations.
- A keen passion for children's literacy.
- Experience with tools like Canva, SurveyMonkey, and Mailchimp.
Pay: $41,000.00-$45,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- Flexible schedule
- Paid time off
- Work from home
Flexible language requirement:
Ability to commute/relocate:
- Vancouver, BC V6A 2T2: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in Vancouver, BC V6A 2T2
