Manager of Community Services

Manager of Community Services -

This position reports to: Executive Director

Position Title: Manager of Community Services

BASIC PURPOSE

The Manager of Community Services will play a vital role in supporting Vancouver Island Counselling Centre for Immigrants and Refugees VICCIR by providing social work services, coordinating volunteer programs, and managing outreach and advocacy initiatives. This position requires a compassionate, organized, and detail-oriented individual to oversee client services, volunteer recruitment and training, project coordination, and community engagement.

RESPONSIBILITIES and ACCOUNTABILITIES

1. Social Work

• Screen and process social work referrals
• Contact clients and schedule appointments for social work assessments
• Maintain accurate and up-to-date filing systems for client records, session notes, and statistical data
• Record, print, and file session notes regularly
• Initiate and maintain comprehensive lists of client demographics and other essential statistical information

2. Volunteer/Health and Cultural Ambassador (HCA) Coordination

• Screen, recruit, and interview new volunteers and HCAs
• Train volunteers on VICCIR's code of ethics and new systems
• Organize and coordinate monthly training sessions to support volunteer development, including opportunities for discussion and feedback
• Coordinate monthly HCA meetings to provide updates on responsibilities and address concerns
• Supervise HCAs to ensure proper guidance on case work, group work, and field visits
• Establish and maintain filing systems for volunteer documentation and evaluations
• Evaluate volunteer performance and provide constructive feedback

3. Project Coordination

• Create, plan, and document special projects as needed
• Recruit and train specialized, long-term volunteers for specific projects
• Develop and implement new systems and documentation for project management
• Consolidate data and reports from field visits and other projects

4. Training, Supervision, and Advocacy

• Develop training materials and conduct training sessions for HCAs, volunteers, staff, and community partners
• Supervise and train social work practicum students
• Present workshops, summits, and training programs in collaboration with external organizations
• Lead advocacy and outreach efforts to support the organization's mission

5. Policy Documentation and Reporting

• Collaborate with staff to create and update internal policies
• Develop and maintain standard operating procedures (SOPs) for the organization
• Ensure compliance with organizational policies and procedures

6. Office Procedures

• Operates standard office equipment
• Ability to be efficient yet flexible in support of a busy clinical environment
• Ability to be self-directed yet capable of working with the various staff and Directors
• Ability to handle details
• A problem-solver with a result-oriented attitude
• Ability to work effectively and collegially with a variety of professional staff and ability to gracefully assist clients, counsellors and staff
• Proficient in Microsoft Office Suite (Word, Excel, Outlook), database management, document management systems, basic graphic design, virtual meeting platforms, and data analysis

7. Filing Management

• Maintain filing systems for:
• Social work cases
• Individual files for HCAs and regular volunteers
• Training records
• Client support documentation

8. Event Management

• Represent the organization at community events to promote services and recruit volunteers
• Build relationships with representatives from other organizations

9. Outreach Projects and Partnerships

• Serve as the initial contact for outreach to other organizations
• Explore and establish partnership opportunities to enhance the organization's impact

10. Social Action Projects - Fundraising

• Collaborate with the Executive Director and internal teams to organize fundraising events
• Recruit and coordinate volunteers for fundraising activities

11. Support of Clinical and Administrative Divisions

• Recruit volunteers for clinical and administrative support roles, such as greeters and childcare providers
• Ensure volunteer placements align with organizational needs and goals

12. Volunteer Recruitment

• Screen volunteer and HCA applications
• Conduct interviews and select volunteers based on organizational needs
• Maintain an updated database of volunteers and their roles

13. Social Work Practicum Students' Supervision

• Liaise with academic institutions regarding social work practicums
• Supervise and mentor social work students in areas such as case work, project management, and volunteer coordination

• Education: Bachelor's degree in Social Work, Human Services, or a related field (Master's degree preferred)
• Language Skills: Proficiency in another language
• -Client Relations: Ability to empathize and relate to clients of the Center and Commitment to privacy and confidentiality policies
• Background Check: Successful completion of a Criminal Records Check
• Experience: 3+ years in social work, volunteer coordination, or a related field and experience supervising volunteers and/or students is an asset

Skills:

• Strong organizational and administrative skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook), database management, document management systems, basic graphic design, virtual meeting platforms, and data analysis.
• Excellent interpersonal and communication abilities
• Ability to train, supervise, and evaluate staff and volunteers
• Knowledge of community resources and social service systems

Key Competencies

• Compassionate and empathetic approach to client and volunteer management
• Strong problem-solving and critical thinking skills
• Ability to manage multiple tasks and deadlines effectively
• Commitment to inclusivity and cultural sensitivity
• Punctual with a strong attendance record

Location: Vancouver Island Counselling Centre for Immigrants and Refugees (VICCIR)

#100 - 850 Blanshard St., Victoria, B.C. V8W 2H2

Job Type: Full-Time

Schedule: Monday to Friday, some evening and weekend schedules may be required

Job Type: Full-time

Pay: $28.00-$30.00 per hour

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Work Location: In person