Membership/Volunteer Coordinator Job Description

Transcription

1 Membership/Volunteer Coordinator Job Description Position Description: This is a full-time 9:00 am to 5:00 pm (35 hours/wk) contract position paid on a by-weekly basis, responsible for maintaining a responsive and positive relationship with OCA s Members and assisting them with all aspects and benefits of their Membership. Required Skills: Must be proficient with Word, Excel, page layout, database structure and queries, content management - website, knowledge of WordPress and html. Candidates must have some proof reading and copy editing skills, ability to work with photos and graphics. Good people skills required for interacting with members. A background in the camps industry is a benefit. Overview: Job Purpose: The Membership/Volunteer Coordinator will coordinate all member development initiatives, including membership drives, renewals, member forums, and member social networking. The Coordinator is responsible for maintaining accurate membership records, tracking payments, and assisting members with membership inquiries. In addition, this position manages and recruits volunteer resources to assist in the delivery of the organization's programs, events and services. This includes directly managing volunteers, and/or providing guidance, support, resources and tools. Reports To: & volunteers: OCA Executive Director For all matters pertaining to membership or registration Fees: OCA Executive Director and queries, and other matters: OCA Executive Director For performance reviews: OCA Executive Director Liaise with: Committee Chairs OCA Members OCA Bookkeeper General Public Membership - Job Responsibilities: including data entry and troubleshooting Format, mail, and track member communications Maintain database of Standards Visits rotation Prepare annually membership renewal materials for mailing and include other pertinent information such as awards and election nomination forms and information Membership & Volunteer Coordinator Job Description P a g e

2 Track membership payment in cooperation with the OCA Bookkeeper Recruit Provisional One Applicants - identify possible new members and ensure that they receive membership information on a timely basis Make recommendations regarding updating membership processes, standards, etc. Prepare annually materials and information for Camps having Standards Visits and reporting Assist with scheduling Standards Visits training both online and in person Annually recruit Standards Visitors Schedule training calendar for experienced and new Standards Visitors with OCA Executive Director and Bookkeeper to make sure accounting systems-database interface works properly. Manage event registrations for meetings, conferences and online webinars Primary Duties and Responsibilities: Revise all printed materials as required for Membership Renewals, Standards Visits and Standards Visitor Forms, etc. Assist Members with profiles and website changes and or additions Answer or follow up with all communications content, calendar, job postings, events, notices, etc. Upload OCA information into social networking systems like Twitter and Facebook surveys and reports Executive Director on all member communications Assist in the administrative duties related to the day to day operations of the office Promote and assist with the annual Conference and other educational events or camp fairs Additional administrative duties as assigned Job Knowledge, Skills and Abilities: Minimum Requirements: nding of Microsoft Applications and WordPress written and verbal communication skills skills and attention to detail to balance multiple priorities Knowledge of the OCA Guidelines for Accreditation Assets: Willingness to learn new skills knowledge and some familiarity with QuickBooks the camps industry and accreditation process Membership & Volunteer Coordinator Job Description P a g e

3 Volunteers - Job Responsibilities: Generate appropriate volunteering opportunities and role descriptions based on the needs of the organisation Develop appropriate support and training for volunteers Promote volunteering (internally and externally) through recruitment and publicity strategies and campaigns Recruit volunteers and oversee that they are appropriately matched and trained for a position Organize rotas and provide inductions and training Monitor, support, motivate and formally recognize volunteers and their work Organize celebration events for volunteers in all capacities Organize profile-raising events to attract new volunteers Knowledge of current legislation and policy related to volunteering and making any necessary modifications to accommodate the changes Maintain a volunteer database Undertake any other administrative duties as required Primary Duties and Responsibilities: Plan each volunteer program/service with the appropriate Committee Develop and implement goals and objectives for the volunteer program which reflect the mission of the organization Assess the need for volunteers to enhance program/service delivery with the appropriate Committee Develop, with the Executive Director a budget for the different volunteer program activities happening throughout the year Conduct ongoing evaluations of the programs and services delivered by volunteers and implement improvements as necessary Assist with the development, administration, and review of OCA s policies and procedures which guide the volunteer programs and services, which reflect the overall values of the organization Develop and administer forms and records to document volunteer activities Identify volunteer assignments that provide meaningful work for volunteers and write volunteer position descriptions in consultation with the Executive Director and Committee Chairs as appropriate Develop and implement effective strategies to recruit the right volunteers with the right skills Orient volunteers to increase their understanding of the organization, its clients, its services and the role and responsibilities of volunteers Establish volunteer check-in procedures are followed and records of volunteer hours are maintained according to established procedures Ensure that volunteers receive the appropriate level of supervision In coordination with the Executive Director, assist with conflict resolution among clients, staff and volunteers according to established procedures Establish and implement a process for evaluating the contribution of individual volunteers Evaluate the risks associated with each volunteer position and take appropriate action to Membership & Volunteer Coordinator Job Description P a g e

4 control the risks associated with the program or service Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations Evaluate with the appropriate Committee the contribution of each volunteer on an annual basis Prepare an annual report on the contribution of the volunteer program to the organization Assets: Willingness to learn new skills College certificate in Volunteer Management Proficiency in Word, database management and WordPress 3-5 years of supervisory or management experience Working Conditions: The Membership/Volunteer Coordinator will work in an office environment from 9:00 am to 5:00 pm. Sometimes he/she will be required to travel and work with volunteers in nonstandard workplaces. In addition, the successful candidate may be required to work some evenings and weekends. Membership & Volunteer Coordinator Job Description P a g e

5 Personal characteristics The Membership/Volunteer Coordinator should demonstrate competence in some or all of the following: Behave ethically: Understand ethical behaviour and business practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization. Build relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization. Communicate effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques. Creativity/innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities. Focus on Members needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters. Foster teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness. Lead: Positively influence others to achieve results that are in the best interest of the organization. Make decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization. Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities. Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem. Membership & Volunteer Coordinator Job Description P a g e