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13. Sep. 2017

We're hiring!

Coastal Jazz is seeking an enthusiastic and organized Volunteer Coordinator to run our volunteer program for the TD Vancouver International Jazz Festival as well as our year-round concert series.

DETAILS OF THE POSITION

The Volunteer Coordinator will manage volunteers of the TD Vancouver International Jazz Festival in June and for year-round shows and special events (September-March).

Seasonal contract position November 2017-July 2018
Flexible part-time November 2017-April 2018 (orientation, training & systems development)
Full-time May & June, and part-time in July

RESPONSIBILITIES

  • Assessing existing volunteer program policies, practices and procedures, and developing and refining volunteer management systems
  • Promoting the volunteer program, recruiting new volunteers and facilitating returning volunteers 
  • Managing junior staff, including the Assistant Volunteer Coordinator during their May-July contract 
  • Ensuring and maintaining a safe and welcoming environment for volunteers 
  • Managing & maintaining the volunteer database, including volunteer records containing contact info, availability, skills, special needs Using the database to contact & organize volunteers and record their volunteer commitment 
  • Creating and updating volunteer job descriptions 
  • Creating the master volunteer shift schedule, distributing sections to the appropriate department heads for approval, and finalizing it for use in scheduling 
  • Recruiting, training and coordinating the Crew Schedulers 
  • Coordinating the volunteer orientation meetings including: developing effective strategies for increased attendance and participation, in collaboration with department heads: developing Festival volunteer orientation materials including crew-specific training materials, scheduling the meetings and overseeing development of agenda for each meeting, attending and participating in meetings for each crew. 
  • Communicating with all volunteers in a clear, responsive and timely way 
  • Communicating information effectively to staff and volunteers via email, website, flyers, telephone, Festival volunteer hotline, etc Setting and keeping a schedule of hours in the Coastal Jazz office to be available for Volunteers to talk with in person or over the phone 
  • Coordinating the production of all Festival volunteer packages, including generating envelopes and schedules, creating volunteer party invitations and info slips, gathering T-shirts and other materials Distributing schedules – completed and in progress – to department heads in advance of event and shift starts Overseeing the operations of the volunteer package pickup centre and crew 
  • Coordinating reminder emails to all volunteers prior to the day of each of their shifts 
  • Scheduling replacement volunteers when shift cancellations occur during the Festival and communicating shift cancellation and replacements to key stakeholders 
  • Monitoring volunteer performance via requiring completed reviews and assessments from department heads, and adding the info to the volunteer database records 
  • Coordinating and executing volunteer / Festival wrap party 
  • Recognizing and stewarding volunteers for their contributions 
  • Attending Festival staff meetings and Festival post-mortem event 
  • Providing a comprehensive written report and statistics on volunteer commitment on deadline 

QUALIFICATIONS

  • An organized individual with exceptional attention to detail, you will have proven time management skills, and the ability to prioritize multiple tasks
  • You have a well-rounded personality with impressive interpersonal, verbal and written communication skills
  • At least 2 years of experience in volunteer management Excellent communication and interpersonal skills 
  • Strong computer skills 
  • Knowledge of MS Office Suite and Google Docs required, FileMaker Pro, Salesforce or equivalent databases preferred
  • Familiarity with volunteer management software a plus 
  • Able to work under pressure and to meet deadlines 
  • Strong time management skills 
  • Availability to work flexible hours when needed to meet deadlines 
  • Appreciation of diversity 
  • Willing to respect & honour current Coastal Jazz volunteer relationships 

To ensure your consideration for this critical role you will possess knowledge of volunteer best practices and tools and at least 2 years experience in a Volunteer Management role. 

HOW TO APPLY

Please send an email, subject line: Volunteer Coordinator Posting, with a cover letter and resume attached, to the attention of Jen Thomas, Director of Administration, at careers@coastaljazz.ca

REMUNERATION

$16,000.00

The deadline to apply is October 31, 2017


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