Administrator and Volunteer Coordinator

Job Responsibility:

Administrator and Volunteer Coordinator

North Bay Heritage Gardeners, North Bay, Ontario

Main Work Location: 100 Ferguson Street, North Bay, Ontario, P1B 1W8

Contract Position: 1-year contract (with option for renewal)

Compensation and Benefits:

• Salary: $50,000.00 to $52,000.00 per year
• Benefits Include:
• Vacation Credits
• Public Holidays
• Health Benefits (life insurance/health/dental)
• Sick Credits

Shift Information: Monday to Friday 35 hours per week, with flexibility for work to include evenings and weekends as required.

ORGANIZATIONAL OVERVIEW

The North Bay Heritage Gardeners (HG) is a non-profit organization responsible for the maintenance of the gardens at North Bay waterfront. We collaborate with the City of North Bay and work under the umbrella organization of Heritage North Bay. This is a full time position (35 hours/week) on a contractual basis. The position reports to the Co-Chairs/Chair of the North Bay Heritage Gardeners Executive Board.

OFFICE ADMINISTRATION SKILLS

• Participate in the recruitment, coordination, supervision and coaching of program volunteers (i.e. including onboarding, training and recognition).
• Liaise with volunteers, Team Leaders, other HG staff, HG Executive Board and the general public (i.e. provide to volunteers and the general public on a daily basis answering questions, providing recommendations and information, managing social media pages, etc.; and, act as liaison between North Bay City staff, volunteers and other stakeholders).
• Develop new strategies to recruit, manage and retain volunteers and track results.
• Provide regular ongoing orientation and safety training for all volunteers.
• Develop and maintain accurate records of volunteer information and feedback received using our Volunteer Management System.
• Maintain an accurate filing system.
• Monitor the program's budget and possess knowledge of accounting procedures to work with the Heritage Gardeners accountant and the HG Executive Board.
• Approve the purchase of all necessary supplies and equipment.
• Schedule agendas and prepare minutes in accordance with the program's needs.
• Assist in the preparation of funding applications for grants and other sources.
• Possess excellent computer, social media, accounting and writing skills.
• Administer the HG Facebook page, HG website, other social media platforms, and manage other day to day administrative functions.

COMMUNICATION SKILLS

• Manage HG volunteers, keeping them motivated, and solving any problems that may arise.
• Organize and set up Team Leaders' meeting as requested.
• Coordinate and assist Team Leaders and gardeners, office volunteers and HG Executive Board.
• Create regular newsletters for HG volunteers as required.
• Manage communication between Executive Board members, relevant external stakeholders, and social media.
• Work closely with the Executive Board to strategize and implement policies and practices.
• Work closely with the HG Horticultural Coordinator.
• Prepare and present Annual General Meeting (AGM) reports and report monthly to Heritage North Bay.
• Work closely with the HG Executive Board in the planning of an annual volunteer appreciation event.
• Communicate with City of North Bay's Parks and Recreation Department staff as required.
• Act as the HG Media Spokesperson and prepare and deliver presentations to the public

QUALIFICATIONS:

• Post Secondary education in a related discipline (i.e. Social Sciences, Community Development, Volunteer Management etc.) or a combination of relevant experience.
• Advanced ability using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook, and using video and conference call platforms (i.e. Webex, Zoom, Teams, etc.). Use of other online platforms, including social media, and other software is considered an asset.
• Excellent interpersonal, organizational and communication skills with the ability to interact with other staff, volunteers, agencies, partners, members of the public, the HG Executive Board, etc.
• High degree of initiative, leadership and ability to work well with minimal supervision and as part of a team.
• Able to work flexible hours, including evenings and weekends, as required.
• Able to attend in-person events, activities and site visits across the City and at the North Bay Waterfront.

*

• Contract begins September 3, 2024.
• Application Submission deadline is August 1, 2024

Apply to: North Bay Heritage Gardeners

c/o North Bay Area Museum

For additional information, access the Heritage Gardeners Website at:

Job Type: Full-time

Pay: $50,000.00-$52,000.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2024-08-01