Volunteer Coordinator (Contract)

Job Responsibility:

Volunteer Coordinator (Contract)

The Aga Khan Museum connects cultures and communities through the arts. The Museum's mission is to spark wonder, curiosity, and understanding of Muslim cultures and their connection with other cultures.

The Toronto-based Museum promotes pluralism through art, storytelling, and enlightened encounters, across cultures. Using traditional and contemporary art as well as performing arts as a force for positive change, the Museum's vision is to impact lives and contribute to more inclusive and peaceful societies. The Museum acts as a global learning hub, playing a unique and pivotal role in building connections between people and communities locally, nationally, and internationally.

Purpose of Position Recognizing that volunteers are vital resource that contribute to the mission of the institution.Reporting to the Human Resources Manager, the Volunteer Coordinator will be responsible for managing the volunteers of the Museum by driving the volunteer administration program and providing ongoing support to volunteers. The Volunteer Coordinator serves as the main point of contact for the Museum's volunteers and will be directing the Museum's volunteer resources to assist in the delivery of the institution's programs and services. This includes organising volunteers and providing support, establishing specific and periodic training programs, managing volunteer induction, arranging volunteer feedback sessions and surveys, coming up with volunteer engagement initiatives and dealing with day-to-day adhoc volunteer queries and feedback.

Key Responsibilities

a. REGULAR RESPONSIBILITIES

• Creating, maintaining, and updating shift schedules for volunteers on the floor and in the administration office and ensuring the availability of volunteers for relevant shifts.
• Working with departmental managers to assess the need for volunteers in different areas of the Museum to enhance program/service delivery.
• Managing the intake and interview protocol for potential volunteers to ensure the best match between the skills, qualification, and interests of the volunteers and the needs of the Museum.
• Administering forms and maintaining volunteer records including records of volunteer hours.
• Coordinating general orientation and area-specific training sessions for volunteers to increase their understanding of the organization, its clients, its services, and their role.
• Ensuring that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and institutional policies.
• Acting as the primary liaison between volunteers and staff.
• Working with the Human Resources Manager in the implementation of volunteer recognition activities to recognize the contribution of volunteers to the institution.
• Developing rapport with volunteers by regular presence on the Museum floor.
• Coordinating training sessions with departmental managers in organizing function specific training, ensuring that all volunteers have attended the required basic, compliance and skills training.
• Participating in the Production meeting and in other institutional meetings to adequately address the dynamic volunteer needs of the Museum.
• Developing ways to recognize and reward volunteers and driving initiatives to arrange social events. and volunteer recognition.
• Working closely with the line manager and volunteer office team to come up with innovative ideas to generate a pool of active volunteers.
• Cleansing the system periodically by archiving inactive volunteers and having an active pool of volunteers on the system.
• Advertising and inducting through different platforms and channels to induct volunteers from different backgrounds and cultures to create a diverse group of volunteers.
• Overseeing the team of volunteers supporting the Volunteer Office by providing them with direction and guidance.
• Maintaining the Better Impact system to ensure all volunteers are fulfilling their shift requirements and cleansing the system periodically.
• Assist with conflict resolution among volunteers according to established procedures.
• Managing all volunteer communication including responding to internal and external volunteer related inquiries or requests and arranging social functions.
• Reviewing, developing, and enhancing volunteer management policies and processes in coordination with the Human Resources Manager.
• Maintaining the volunteer database including manual and digital records.
• Managing the food hospitality, shift schedules and briefings with volunteers during events and programming.
• Ensuring the volunteer lounge has adequate supplies for volunteers, coming up with ideas to make the lounge a cozy, engaging and safe space.
• Coordinating volunteer feedback sessions.
• Any other tasks assigned by the line manager.

PERIODIC RESPONSIBILITIES

• Coordinating sessions to inform staff and volunteers about current and future exhibitions and programming.
• Coordinating with external volunteers for major institutional events and festivals, orient them and assign them their roles and responsibilities.
• Conducting volunteer surveys to gather feedback on the volunteer program.

Qualifications & Experience:

• Post-secondary education in social sciences, human resources, community development, or adult education.
• Minimum two years of experience in volunteer management and working with volunteers, preferably in an arts and cultural setting.
• Ability to organize, manage and prioritize a range of tasks with efficiency, accuracy and timeliness.
• Strong project management and organization skills and the ability to plan and prioritize complex and competing workloads under time pressures with efficiency, accuracy, timeliness, and keen attention to detail.
• Knowledge of volunteer management processes and best practices.
• Excellent verbal, written communication, and presentation skills in English.
• Exceptional customer service and teamwork orientation.
• Ability to work independently and judgment to seek guidance and input when appropriate.
• Exceptional skills in MS Office Suite.
• Technical ability and willingness to learn new systems as required for the role.
• Proficiency in MAC OS and hands on experience of working with databases.
• Strong interpersonal skills - consistent demonstration of diplomacy and decisiveness.
• Exhibit excellent judgment, confidentiality, and sensitivity in dealing with diverse individuals and teams.
• Ability to think beyond the immediate area of responsibility to consider the broader Museum agenda.
• Being prepared to work onsite and online, as required by the Museum.
• Ability to occasionally work outside of regular business hours.
• Expressed interest in the mandate of the Museum.

Please note that the hiring salary range for this position is $50,000 - $55,000, based on experience.

Job Types: Full-time, Fixed term contractContract length: 12 months

Salary: $50,000.00-$55,000.00 per year

Benefits:

• On-site parking

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• North York, ON M3C 1K1: reliably commute or plan to relocate before starting work (required)

Education:

• Bachelor's Degree (preferred)

Experience:

• volunteer management: 2 years (required)

Work Location: In person

Application deadline: 2023-12-15Expected start date: 2023-12-15