Volunteer and Communications Coordinator

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description

Administration and Communications:

• Reports directly to COs and serves actively as a member of the senior management team for the Corps.
• Engages with COs and management team in ongoing strategic planning to ensure programming reflects client needs in accordance with The Salvation Army mission and vision.
• In coordination with THQ PR department & Corps management team, supports development of communication materials to support MU strategic plans, including but not limited to press releases, key messaging, blog posts, e-blasts and other promotional materials.
• In coordination with CMD and COs, supports development of social media content calendars, articles and postings on behalf of MU departments to their social media channels, including MU website.
• Researches and uncovers news testimonies/stories, facilitates Family Services client interviews and story placement.
• Maintains appropriate network with media contacts.
• Conducts media tracking, analysis and summaries.
• Provides on-site media relations and acts as media escorts at events (some weekends) in coordination with CMD and CO, assists with event logistics.
• Ensures information is disseminated to media in a timely and efficient manner.
• Creates media lanyards in coordination with COs and CMD; plans and implements events and campaigns that raise funds, food, and other donations for Food Bank & Family Services.
• Maintains and promotes positive working relationships/partnerships and communications with funders and community stakeholders, including social services associations, service clubs, sport teams, fire departments, etc.
• Provides support to Operations Admin Coordinator with various administrative tasks when required.
• Performs reception duties when needed, including answering phones and directing inquiries.
• Accepts donations from the public and updates the remittance log.

Gives Oversight to Volunteer Program:

• Ensures compliance with policies, procedures, accreditation, health and safety as it relates to volunteer relations management.
• Coordination with ministry unit departments and assisting with their volunteer needs, providing support, guidance etc., including items such as discipline and termination of volunteers in coordination with HR Coordinator, COs.
• Record keeping and reporting of hours and statistics to COs.
• Maintains confidential paper records in volunteer files and up to date records in Volunteer Software of all active volunteers.
• Works in coordination with Corps Officers and headquarters on transition of volunteer database and management from VolunteerHub to SalesForce.
• Troubleshooting.

Recruitment, Training and Placement of Volunteers:

• Ensures we have enough volunteers to serve our needs, recruits, trains and organizes the placement of volunteers. Conducts outreach/recruitment by representation at trade fairs, presentations to outside organizations, schools and any community groups that may want to volunteer.
• Conducts initial intakes and screening, orientation and placement. Oversees volunteer training is sufficient for our needs.

Volunteer Communications:

• Maintains communications with volunteers through existing methods to communicate important information, needs, training, etc.
• On-going liaison between volunteers and staff.
• Acquires volunteer feedback – during and at the end of volunteer term.
• Prints and provides discount cards to volunteers and staff.
• Reports volunteer issues to administration team.
• Conducts volunteer meetings in coordination with COs and Operations Admin Coordinator.
• Maintains up to date volunteer manual.
• Develops/assists management staff in policy and procedure development.
• Builds and maintains volunteer documentation and promotional items, forms, brochures, etc.
• Outlines operations of the volunteer program.
• Maintains updated position descriptions, task lists and opportunities for all volunteer positions.
• In coordination with MU Supervisors outlines expectations/procedures for volunteers.

Volunteer Appreciation and Evaluation:

• Conducts volunteer evaluations with support from Department Supervisors.
• Organizes and executes seasonal/special events requiring volunteers.
• Maintains length of service records for volunteer appreciation.
• Organizes annual volunteer appreciation event and issues appreciation certificates.

Community Service Volunteer Hours:

• Oversees intake of community service hours volunteers.
• Liaises with restorative justice and ministry area managers.

Volunteer Software (SalesForce):

• Maintains Volunteer Software database with THQ contact/administrator.
• Trains and supports staff and volunteers.
• Builds and supplies guidance documents to all users.
• Maintains shift, schedules/hours/profiles on the database.
• Ensures secure operation by managing admin access.

Works in Cooperation with Administrative Assistant on Preparation and Effectiveness of Kettle Campaign:

• Utilizes the Kettle Coordinator Binder for information on specific details for the campaign.
• Stays up to date and knowledgeable on kettle campaign to assist as needed.
• Works with Administrative Assistant/Kettle Coordinator to ensure coverage for kettle issues, especially in cases of emergency, illnesses, etc.
• Shares volunteer information with Administrative Assistant/Kettle Coordinator, helps recruit regular volunteers to Kettle Campaign and liaise between as needed.
• Helps promote kettle campaign at volunteer fairs/events.
• Assists with counting kettle donations as needed.
• Ensures there are enough/extra volunteers for Christmas hampers and food drives.
• Compiles and utilizes documents and resources available from DHQ/THQ.
• In Coordination with COs ensures equipment and systems are ready for the campaign.
• May assume responsibility for coordinating kettle counters and/or overseeing counting.
• Maintains a positive image and relationship with The Army and Community.
• Organizes annual kettle volunteers’ appreciation event and ensures kettle volunteers are invited to appreciation events and given certificates.

Critical Relationship Management

Governance Boards and Councils: Senior Management Team.

Internal: Corps Officers, Community Ministries Director, Operations Admin Coordinator, Thrift Store Manager, Food Bank Manager, Soup Kitchen Supervisor, Administrative Assistant.

External: Community groups, donors, volunteers, media.

MANAGERIAL/Technical Leadership RESPONSIBILITY

• Reports directly to: Corps Officers.
• Direct reports for this position: Volunteers.
• This role collaborates with MU department heads regarding volunteer coordination and management.

Financial And Materials Management

• Minor responsibility for material resources.
• Regular responsibility for minor financial matters and for wise use of own resources.
• May be authorized to handle small amounts of cash/gift cards. Little input to annual budget or revenue projections.
• The incumbent has input to and/or participates in preparing budgets with respect to the departmental budget.

Working Conditions

• Normal hours of work are 35 per week; 8:00 am to 3:30 pm (30 minutes unpaid break) Monday through Friday (may be required to work Tuesdays Saturdays during Kettle Campaign, end of November to December).
• Typical working location for this position – at the office located at Admin Department, visits MU departments for volunteer placement and training.
• Travel requirements for this position – up to 40% travel. The incumbent required to travel to MU locations occasionally.
• The incumbent works in generally agreeable conditions, with the following exceptions:
• Angry people.
• Verbal abuse.
• The job incumbent may be exposed to the risk of minor harm, injury, or illness due to:
• Exposure to infectious diseases.
• Environmental Conditions.
• Driving.
• The incumbent must take the following precautionary measures (in addition to health and safety rules):
• Universal Precautions.
• Annual WHMIS training/certification.
• Current Certification in First Aid/CPR.

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education And Experience Qualifications

• Completion of a formal post-secondary/college/University program of two academic years in either, social services, business, economics, administration, and equivalent work experience.
• Must possess valid driver’s license.

Experience And Skilled Knowledge Requirements

• A minimum of five years of general related experience.
• A minimum of a year of supervisory experience in a related field or non-profit is necessary.
• Experience of three years is required in the following areas: office administration, HR Relations/Volunteer Management.
• An alternative combination of education and experience might be considered.

Skills And Capabilities

• Attention to detail, multi-tasking, problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Familiarity with non-profit fundraising processes and procedures, volunteer management practice; and information systems issues and processes.
• Outstanding communication.
• Computer and media proficiency.
• Ability to work independently.
• Able to provide Criminal Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required.

Compensation

The target hiring range for this position is $21.83 to $27.29 with a maximum of $32.75.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email Recruitment.Accommodations@salvationarmy.ca if you have a need for any accommodation and we will be pleased to discuss this with you.