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: Position Purpose Summary : The Volunteer and Communications Coordinator performs specialized administrative duties with a specific focus on coordination of volunteer program, communications, fundraising, coordination and supervision of special events including annual Christmas Kettle program, volunteer appreciation events and provides backup support for administrative operations for the Corps Officers. Responsibilities and Expectations: Administration and communication: 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 COs assists with event logistics Ensures information is disseminated to media in a timely and efficient manner 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 COs with various administrative tasks when required: performs reception duties when needed, including answering phones and directing inquiries; accepts donations from the public and update the remittance log; processes monthly donors’ donations and creates entries in Shelby system; issues the tax receipts and thank you letters to donors in coordination with Administrative Assistant; updates tax receipt log. May process the gift cards and maintain the updated log, submit monthly reconciliation reports to Accounting Centre May monitor the expenses for Food Banks BC grants, submit reports to Food Banks BC regularly Gives an Oversight to the Volunteer Program Ensures compliance with policies, procedures, accreditation, health and safety as it relates to volunteer relations management Coordinates assessment of volunteer needs for ministry unit departments, providing support, guidance etc. including items such as discipline and termination of volunteers in coordination with HR Coordinator, COs or CMD Keeps record of volunteer hours and reports statistics to COs monthly Maintains confidential records in volunteer files and up to date records in Salesforce of all active volunteers 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 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, volunteer ID cards Reports volunteer issues to administrative team In coordination with COs and HR Coordinator conducts volunteer meetings Maintains up to date volunteer manual, outlines operations of the volunteer program Develops/assists management staff in policy and procedure development Builds and maintains volunteer documentation and promotional items, forms, brochures, etc. Maintains updated position descriptions, task lists and opportunities for all volunteer positions In coordination with MU Supervisors outlines expectations/processes for volunteers Conducts volunteer evaluations with support from Department Supervisors Organizes and executes seasonal/special events requiring volunteers and appreciation events Maintains length of service records for volunteer appreciation 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 Assists Administrative Assistant/Kettle Campaign Coordinator with preparation and effectiveness of Kettle Campaign Utilizes the Kettle Coordinator’s Binder for information on specific details for the campaign Compiles and utilizes documents and resources available from DHQ/THQ In coordination with Kettle Campaign Coordinator ensures equipment and systems are ready for the campaign Ensures the effective execution of the Kettle Campaign Recruitment, training and documentation for Kettle volunteers and reporting Assists as hosts at kettle, as required, to ensure necessary coverage for breaks, volunteer scheduling and kettle pick-up/drop off, responds to emergency absences) May assume responsibility for coordinating kettle counters and/or overseeing counting Maintains a positive image and relationship with The Army and Community Assists Kettle Campaign Coordinator with wrap-up at the end of the Kettle Campaign season Ensures equipment cleaned, organized, itemized and stored Ensures Volunteer Appreciation event and items for next year campaign prepared CRITICAL RELATIONSHIP MANAGEMENT Governance Boards and Councils: Senior Management Team Internal: Corps Officers, Community Ministries Director, Operations Admin Coordinator, Administrative Support/Kettle Campaign Coordinator, Thrift Store Manager, Food Bank Manager, Soup Kitchen Supervisor. External: Community groups, donors, volunteers MANAGERIAL 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 between 8:00 am to 3:30 pm (30 minutes unpaid break) Monday through Friday. Flexible hours of work during Kettle campaign, may include Saturdays. 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: Education, Qualifications and Certifications: 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. Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening. Skills and Capabilities: Digitally literate: Comfortable navigating systems and learning new tools quickly Salesforce aptitude: Demonstrates curiosity and capability in using Salesforce effectively Analytical and detail-oriented: Identifies issues and follows process steps accurately Curious and proactive: Seeks to understand how things work and asks questions to find solutions Quick learner: Adapts to new information and applies it confidently with minimal re-training Solutions mindset: Maintains composure and focuses on solutions when addressing system or process issues Bridge builder: Serves as a reliable link between the ministry unit and volunteers, community groups, partners and donors Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility Familiar with non-profit fundraising processes and procedures Outstanding communication Computer and media proficiency Able to work independently Compensation: The target hiring range for this position is $39,739.02 to $49,673.78 with a maximum of $59,608.54. 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. Our employees are motivated by the fulfillment and meaning they experience as they serve people in need across Canada and Bermuda. Whether at the front-lines or in a support role, as part of our team you’ll work alongside a diverse and skilled group of purpose-driven professionals, empowered to provide exceptional service. We deeply value the relationships we build in the workplace, as well as the opportunities given to us such as the potential to experience flexibility at work, receive health and dental benefits, paid vacation and sick time, RRSP’s, as well as to expand our skills and advance our careers as together we build a culture of continuous learning and growth. If you're looking for a career that allows you to find meaning, make an impact, and one that challenges you to grow and become the best version of yourself, join our dynamic team. There is a place for everyone to belong at The Salvation Army.
