JOB DESCRIPTION – MENTORING COORDINATOR
GENERAL INFORMATION:
Position: Mentoring Coordinator – In-School Mentoring Program
Reports to: Program Manager – Team Lead East
Direct Reports: N/A
Start Date: As Soon As Possible
Hours: 25 hours/week
Location: Hope, BC (with travel to other service areas such as Agassiz, Kent, and Chilliwack)
*As this is a position that serves all of our Fraser Valley service areas, applicants MUST have a valid Driver’s License and access to a reliable vehicle as well as some evening and weekend availability*
Big Brothers Big Sisters of the Fraser Valley is a non-profit society committed to enhancing the confidence, self-esteem, and well-being of children and youth. We seek enthusiastic and compassionate individuals to join our team. We are proud to offer our employees a supportive and positive working environment, and our commitment to work/life balance. As an organization that is seen as a leader in mentoring, we look for employees who are committed to our passionate about mentoring for youth. This is your chance to have a BIG impact on the community.
RESPONSIBILITIES
The following are the key duties and responsibilities of the role:
- Conducts the required onboarding processes with Mentees and their parent(s)/guardian(s) for the various programs the Mentoring Coordinator is responsible for.
- Conducts the onboarding processes with incoming Volunteer applicants for the various programs the Mentoring Coordinator is responsible for.
- Conducts the Volunteer and Child Training SFTS Training sessions as required.
- In accordance with Big Brothers Big Sisters of Canada’s National Standards, maintains ongoing contact with the Mentor and Mentee (and their family / caregiver) to ensure supported, successful, and culturally responsive & appropriate match; ensures timely & accurate documentation of all communications (conversations / emails / texts).
- Monitors each match with particular attention to Little’s physical, mental, and emotional safety & wellbeing; maintain accurate documentation of all communications.
- In accordance with Big Brothers Big Sisters of Canada’s National Standards, conducts regular check ins with the Mentor, holding space for reflection, coaching, support, and building Volunteer’s capacity as a mentor. Ensures check-in conversations are appropriately documented.
- Actively seeks feedback on general and specific Case Management issues with Program Manager, provides support in these areas to team members as needed. All screening of High-Risk Applicants and Clients, early match closure files, High Risk Match Concerns would be discussed with Program Manager.
- Ensure that all match Higher Risk Activities are approved by the Program Manager prior to the match receiving permission to engage in such activities as outlined by BBBSC national insurance program.
- When appropriate, acts as a liaison between community and government agencies regarding the status of mentee/family needs and the mentee/mentor relationship for the purposes of amplifying our voice.
- Develop and implement appropriate match support strategies as necessary (increased levels of monitoring & support, connections to additional resources, etc.).
- Oversees match closure processes in accordance with National Standards Guidelines & ensuring sensitivity for all involved.
- Oversees volunteer rescreening and reassessment processes in accordance with National Standards.
Service Delivery Database:
- Ensures Mentee and Mentor SDP files are accurate and up to date.
- Maintains confidential and accurate written case notes and program files.
- Documents interviews, check-ins, conversations, emails, etc. with all match participants and applicants; produces written summaries, assessments, and reports.
- Ensures match statistics are accurately and promptly recorded according to national standards and best practices.
- Maintains security and confidentiality of child / youth / volunteer information in accordance with organization policies and FOIPPA regulation.
Service Delivery Initiatives:
- Actively participate and assist with the implementation of the annual program evaluation along with program staff.
- Actively participate in cross training, coaching, and team building initiatives aimed at strengthening the program team and our service to families and volunteers.
- Under the direction of the Program Manager, participates in the review and evaluation of caseloads in your identified service area, with a view towards harmonizing and reconciling varying workloads. (Caseload adjustments, including the reassignment or addition of program responsibilities, may be made to ensure each staff member is working to full capacity and that all program areas remain fully supported)
- Aid and support in the onboarding and training process of new Service Delivery staff and Summer Staff as required.
- Participate in the review of program processes to identify enhancements/gaps in services: file management, customer service, volunteer screening/client intake, and retention processes.
- Program staff may be asked to participate in the Volunteer Objective Review process. Staff will be offered training and support to ensure they are equipped to carry out the process of reviewing and assessing new volunteer applicants.
- Utilize Service Delivery Platform safety and diligently for case management, as well as data and outcomes tracking.
- Stay current with all updates to the BBBS of Canada Standards of Service Delivery and maintain a strong working knowledge of all standards to ensure consistent, compliant program delivery.
- Maximize the quality, effectiveness, efficiency and scope of service delivery.
- Work closely with the Recruitment Working Group to develop and implement recruitment strategies throughout your assigned service area(s) to increase the number of new volunteers within the various programs.
- Assist in the development of high-quality programs consistent with community needs and BBBS mission.
- Oversee and support practicum students as assigned, following National Standards for working with students, and participating in their training, supervision, and required evaluation processes.
- Ensure minimum Service Delivery coverage is maintained in emergency circumstances.
Community Development & Program Operations:
- Participate in community development efforts to increase awareness of program needs, including volunteer recruitment and fundraising. Actively support volunteer recruitment and community engagement initiatives. Set aside a minimum of four (4) hours each month for intentional, recruitment-focused efforts and initiatives, ensuring consistent and proactive support for volunteer recruitment goals.
- Participate in the planning and implementation of culturally sensitive recruitment strategies for volunteers and mentees.
- In conjunction with the Program Manager, assist in the execution of current and new program grant to ensure that grant deliverables are met, budgets are followed, and evaluations are completed.
- To ensure proper permission is sought from the Program Manager with the development of new programs/projects to ensure they fall within the scope of programming requirements (grant/sponsorship deliverables).
- Consults with Program Manager on any relevant topic or issue.
- Responsible for upholding BBBSFV Policies and Procedures.
- Performs other related responsibilities as assigned by the Program Manager to support program & agency needs.
Opportunities, Engagement and Events:
- Participates with program team/organization projects as appropriate with direction from the Program Manager (i.e. Christmas Hamper Program, Agency Working Groups, Deals for Bigs program, etc.)
- Support the program team in the planning and hosting of a variety of outings, events, and group activities intended to enhance the involvement of our volunteers and clients.
- Employ effective youth engagement strategies in all aspects of program development and implementation.
- Actively supports the program team in the planning and execution of an Annual Volunteer Recognition event, celebrating years of service.
- Assist the program team in the identification of children and families for corporate or agency initiatives that will provide financial or tangible support/assistance (food baskets, holiday gifts, sport funding, etc.).
QUALIFICATIONS
Qualifications (Experience & Education):
- Minimum two-year Diploma, however, Degree is preferred in one of the following specialized fields is required: Social Work, Human Services, Counselling, Education, Psychology, or Child & Youth Care.
- Minimum of 2 years’ experience working in youth focused social services organization.
Demonstrated Knowledge, Skills & Abilities:
- Proficient user of computer/smartphone technology and databases.
- Highly organized and detail oriented.
- Effective verbal and written skills.
- Effective customer service and interpersonal skills with the ability to communicate effectively with stakeholders. Ability to interact with people of all ages and cultural backgrounds and build strong relationships with community members.
- Ability to work independently and effectively with strong organization and time management skills.
- Effective problem-solving ability and resourcefulness.
- Current knowledge of community-based programs and provincial support systems.
- Demonstrated abilities using Microsoft Office (Word, Excel, Outlook, Teams) and database systems; experience with Microsoft SDP/Dynamics Database is an asset.
- Ability to incorporate knowledge of national standards, accreditation requirements and Big Brothers Big Sisters of the Fraser Valley policies, procedures and best practices into daily decisions and work.
Expectations:
- Ability to uphold the mission, vision, and values of the Big Brothers Big Sisters of the Fraser Valley through communication and actions.
- Responsible for upholding BBBSFV Policies and Procedures.
- Performs other related responsibilities assigned by the Program Manager to support program & agency needs in a complete and timely manner.
- Communicates and interacts tactfully and respectfully.
- Follows direction carefully and independently.
- Demonstrates sound organizational and planning skills.
- Willingness and ability to work outside normal hours as reasonably requested to support program needs and events.
Requirements:
- Current Class 5 Drivers’ License (unrestricted) with business insurance and 3 million liability coverage
- Access to a reliable vehicle and valid driver’s license – ability to travel between multiple offices/sites.
- Acceptable Criminal Record Check & Driver’s Abstract
Assets:
- Experience or knowledge working with youth, volunteer management and/or non-profit sector.
- Second language proficiency.
- Current First Aid Training certification and Food Safe certification.
Remuneration:
Starting rate: $24.00/hour + 4% vacation pay
Job Type: Part-time
Benefits:
- Flexible schedule
- Mileage reimbursement
- On-site parking
Work Location: In person
Job Type: Part-time
Pay: From $24.00 per hour
Benefits:
- Flexible schedule
- Mileage reimbursement
- On-site parking
Work Location: In person
