Aboriginal Events and Volunteer Development Coordinator

Job Opportunity by Native Child and Family Services of Toronto

Job type: Full Time


JOB DESCRIPTION

Native Child and Family Services of Toronto is an Aboriginal, community controlled multi-service agency. Our mission is to provide support, ensure safety and enhance the quality of life for Aboriginal families, children, and youth within the greater Toronto area. Our agency works within a holistic framework, which builds on individual and family strengths, and engages clients as partners in identifying issues and their solutions.

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Hours: 35 Hours/Week Rate: $37,712-$70,827

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Position Summary

The Aboriginal Events and Volunteer Development Coordinator will support cultural programs and events that are relevant to the values and strategic direction of the organization with the goal of enhancing the organization’s capacity to deliver cultural services to the community and the agency. The incumbent will foster ongoing relationships with the Aboriginal community and the families we service, which will include integrating diverse events. The successful incumbent will be an integrated member of the Culture Team whose objective will be to support the mission of Native Child and Family Services of Toronto by building an ever-increasing network of volunteer support for the organization. In addition, the Events and Volunteer Coordinator will be responsible for event planning, volunteer recruitment, orientation, project planning, implementation and the overseeing of volunteer activities with the assistance of the Aboriginal Cultural Program Liaison. Native Child and Family Services is committed to staffing a workforce representative of the Aboriginal population we serve. We encourage First Nations, Metis and Inuit applicants to apply and to please self-identify in their cover letter.

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Events Duties

  • Oversees the planning, implementation and evaluation of all events within the agency.
  • Plans and executes the following events: Annual Pow Wow, Staff Holiday Party, Annual General Meeting, Staff Cultural Renewal, United Way Campaign, Children In Care Annual Holiday Party, Foster Parent Recognition / Appreciation Event, Children in Care Cultural Event and Camps, Elder Visits, Artist Marketplace etc.
  • Develops the financial budget for each event, tracks event income and expenses, monitors budget and reports variances to supervisor.
  • Develops a work plan for each event, including tasks, timelines and required resources (venue, equipment, professional services and personnel).
  • Project manages the delivery of each event work plan.
  • Secures and manages sponsorship partnership relations and in-kind donations for raffles, silent auctions and door prizes; ensures sponsors are acknowledged according to contract (logo management, signage, honourable mention at events, reports).
  • Manages event supplier orders/contracts i.e. venue, food/beverage, audio/visual, Entertainment/Artists, MCs, drum and dancers, signage, registration forms.
  • Coordinates event volunteers and staff.
  • Oversees the creation of event materials e.g. brochures, invitations, posters, tickets etc.
  • Manages the storage and safe keeping of event supplies and equipment when not in use.
  • Develops feedback forms for event participants and summarizes feedback results.
  • Conducts post-event evaluation meetings; prepares summary reports, including actual income and expenditures, variance with budgets, feedback results, and suggested future improvements.
  • Updates agency program brochures and ensures that they conform to agency standards.
  • Maintains agency’s electronic calendar of upcoming events and programs.
  • Organizes trainings/information sessions/tours with key stakeholders and funders.
  • Other duties as assigned.

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Volunteer Coordinator Duties

  • Recruits, screens, interviews and trains new volunteers.
  • Works with volunteers individually and in small groups. Assesses experience, skills and limitations of volunteers to successfully engage them in meaningful volunteer service.
  • Orients, trains, coaches, motivates, measures and evaluates volunteers in accordance with organizational policies, procedures and programs. Orients volunteers to increase their understanding of the Agency, the families serviced, the community serviced, its services and the role and responsibilities of volunteers.
  • Conducts frequent volunteer orientation sessions and develops volunteer training tools and curriculums as needed.
  • Acts as liaison between volunteers and the agency to ensure that staff are prepared for arrival of volunteer groups and that all necessary tools, resources and materials are readily available and that all affected staff understand details and expectations.
  • Ensures that volunteer policies and procedures are followed and records of volunteer hours are maintained according to established procedures.
  • Assists with conflict resolution among clients, staff and volunteers according to established procedures.
  • Plans and implements formal and informal volunteer recognition activities to recognize the contribution of volunteers to the organization.
  • Creates and maintains volunteer files which track individual applications, background checks, and other paperwork related to their ongoing participation in volunteer opportunities.
  • Ensures that volunteers hours are used productively and projects are completed in a timely manner.
  • Maintains volunteer calendar, arranging schedules for different departments and activities where volunteers are utilized. Ensures coverage of vacancies in key stations when volunteers do not show up or are unavailable.
  • Completes monthly reporting summaries of volunteer hours and project status.
  • Complies with provincial and occupational health and safety legislation, regulations, policies and procedures.
  • Other duties as required.

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Qualifications

  • Experiential knowledge of Aboriginal culture and some experience in event and volunteer development.
  • Post-secondary education in event management, communications or related field with previous experience organizing and planning events is an asset.
  • Demonstrated ability to organize, prioritize and meet a variety of project deadlines.
  • Good oral and written communication skills.
  • Computer skills (Word, Excel, Outlook).
  • Willingness to obtain and pass a Vulnerable Sector Police Record Check.
  • Looking for an ambitions go-getter, who will get the job done.
  • Organizational skills, ability to multitask, initiative and respect for confidentiality.
  • Ability to perform some physical work, including working in outdoor elements and lifting up to 15 lbs.
  • Ability to establish and maintain good working community relationships.
  • Demonstrates a positive attitude, self-motivation, organization, and resourcefulness.
  • The successful candidate will have the ability to work well under stressful conditions, work under competing priorities while managing a wide variety of tasks.
  • Must be prompt and dependable.
  • Able to work with minimal day to day supervision.
  • Demonstrated understanding of workplace Health and Safety practices and understanding of an employee’s responsibility under current legislation.
  • The nature of this work is also somewhat unpredictable and the successful candidate must have the flexibility to work some evenings and weekends.

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We are committed to providing a barrier-free work environment in accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. As such, NCFST will make accommodations available to applicants with disabilities upon request during the recruitment process. Selection Process: The position will be filled through a review of submissions and resulting interview process. We thank you for your interest, however, only those applicants selected for an interview will be contacted. E-mail responses only. No phone calls, please.