Community Engagement Coordinator

Full job description POSITION SUMMARY The Community Engagement Coordinator is responsible for planning and executing a robust community engagement strategy for the Regina Humane Society (RHS), with a particular focus on building relationships with volunteers, corporate teams, community service providers and special event planning. This is a dynamic, front facing role requiring extensive understanding of various department functions and processes, strong communication skills, and a desire to lead with enthusiasm and innovation.
The Coordinator leads, develops, and maintains the RHS volunteer management program in all areas of shelter operations in various capacities including animal care, administration, clinic services, community programs, and customer service roles. This includes but is not limited to volunteer recruitment, screening, training, on-boarding, evaluation, recognition and retention. Much of this work is achieved through the utilization of the Better Impact volunteer management software system.
Additionally, the Community Engagement Coordinator works in coordination with the Marketing and Development teams to design, plan, coordinate and staff with volunteers, special events programming for the purpose of adoptions, community awareness and/or fundraising. This includes coordinating and scheduling rental of Animal Community Center (ACC) spaces.
PRIMARY RESPONSIBILITIES & ACCOUNTABILITIES In accordance with RHS's objectives, philosophies, policies and procedures, the Community Engagement Coordinator is responsible for the following:
1. Volunteer Programming Seeks input from RHS managers and staff regarding volunteer needs to maximize the overall volunteer experience; identifies and develops volunteer and intern assignments that provide meaningful work and reflect the efficiency and growth of the Organization. Partners with department managers and staff to support positive volunteer relationships, ensuring volunteers are given appropriate training to be successful in their positions and staff are equipped to work effectively and cooperatively with volunteers. Prepares and distributes a calendar of volunteer job assignments and monitors compliance by volunteers. Regularly surveys staff to reassess needs for volunteer assistance and updates job assignments as needed. Implements and manages robust plans for the ongoing engagement and cultivation of individual and group volunteers including episodic opportunities, volunteer meetings, newsletters, and continuing education opportunities to keep volunteers up to date and engaged in the Organization's activities. Effectively represents the RHS and its mission through speaking engagements, volunteer fairs, and community events, as needed; supports various volunteer recruitment and engagement events. Organizes and conducts the orientation, training and retention of volunteers ensuring all aspects of the program are in accordance with the Organization's strategy and policy. Creates and maintains volunteer program materials including, but not limited to, policies and procedures, applications, agreements, role descriptions, orientations, trainings, newsletters, etc., and keep all materials up-to-date and current. Develops and implements strategies to recruit volunteers. Responds to inquiries regarding the volunteer program. Interviews and screens potential volunteers. Manages and maintains data management systems for volunteer engagement activities, including reporting, and tracking metrics; conducts program evaluation activities including soliciting satisfaction and engagement surveys to measure the success of the volunteer program and identify areas of opportunity; develops and implements initiatives to improve the volunteer program. Maintains volunteer personnel records and matches volunteers to appropriate jobs, seeking to fulfill the needs of the organization as well as the individual; implements screening and selection protocols to provide the best match between the skills, qualifications, and interests of the volunteers and available opportunities. Records volunteer duties and hours donated and notes incidents and injuries; prepares operational reports on volunteer activities. Supervises volunteers in performance of duties providing them continuous feedback, periodic performance evaluations and special guidance when requested or required; conducts recognition programs to honor volunteers; assists in resolving disputes and terminates volunteers not fulfilling the required duties. Conducts research in best-practice programming in non-profit organizations to keep abreast of innovative and evidence-based practices. Liaises with community organizations and businesses to promote the organization's mission and expand the potential volunteer base. 2. Event Management Under the direction of the Directors of Marketing and Public Relations and Philanthropy, facilitates the planning of all assigned events through management of committee meetings, assignment of tasks, volunteer coordination and production of meeting minutes. Works in conjunction with the Creative Coordinator to ensure that all communication materials with regard to event administration including registration, receipting and advertising are designed and produced. Develops and provides, where appropriate, leadership to committees composed of volunteers, Board and staff to ensure the successful implementation of each event. Works with Director of Marketing and Public Relations to create effective promotional materials and public relations plans to maximize event participation. Attends and oversees coordination and execution of the events themselves. Oversees accurate and timely data entries of event information in Raiser's Edge in conjunction with the Donor Services Coordinator; manages all acknowledgment letters and other correspondence. Researches effective administration and event delivery techniques to determine best practice; continuously seeks to develop new projects and event concepts to ensure long-term and immediate fundraising and marketing objectives for the organization. Regularly compiles and presents reports and final evaluations on event success considering financial and promotional goals; presents new event strategies and ideas to maximize revenue and marketing goals. Coordinates sponsorship solicitations for events in conjunction with the Director of Philanthropy. Oversees the management and administration of third-party events. 3. Facility Rentals Promotes ACC space to external clients, conducting tours of facilities with potential customers and communicating options and benefits of ACC rentals; identifies and implements strategies for securing new and repeat clients as well as RHS programming to support revenue growth for the ACC. Ensures top-quality customer service to facility rental clients throughout the entire sales cycle from initial inquiry through post event details; responds promptly to telephone and email inquiries; maintains the Facility rental calendar; finalizes all set-up related event details; attends or monitors, as appropriate, room use functions to provide active support. Supports the development of special event policies; creates facility rental guides and promotions for public use with Director of Marketing and Public Relations Prepares event agreements for client review and signature; facilitates the receipt and processing of deposits and fees, or other payments related to Facility rentals; maintains records and receipts for accounting of cash and security access for rental programming. Designs, schedules, supervises, and assists with room set-ups for optimal utilization, allowing sufficient time for set-ups and teardowns for sequential events; creates room configuration diagrams using diagramming software for clients and building services; leads the scheduling and coordination of ancillary room use service with Facilities staff, (e.g. cleaning, audio-visual support, etc.). Assists with ensuring event packages are competitive, priced appropriately for the market, and optimize facility assets. Collaborates with internal departments to ensure conflict-free and effective space scheduling. 4. Supervisory Responsibilities Supervises and coaches program volunteers, providing regular on-going feedback and training as required. Creates, updates and maintains department procedures. Oversees the training and development of volunteers with emphasis on knowledge, humane ethics and credibility. Ensures positive public relations and customer service practices of volunteers. Ensures professional appearance and behavior of volunteers including demeanor and presentation. Complies with Occupational Health and Safety Legislation, and the Organization's Health and Safety Management System. Contributes to the development and ongoing evaluation of RHS strategic priorities and objectives. 5. Administration Provides input on department operating budget. Monitors expenses in relation to annual budget and regularly reviews and modifies procedures to maintain an efficient yet effective service. Oversees department supplies and equipment and assures that appropriate quantities of all supplies are always on hand. Inspects department equipment regularly for needed repairs and maintenance. Processes and receipts facility rental transactions. Maintains and/or compiles files, reporting records and statistics as required. Completes monthly and annual filing of documentation and record keeping. Ensures records are maintained for the minimum period required and responsible for disposing of records containing personal information, in an appropriate manner. 6. Performs additional responsibilities and required. QUALIFICATIONS Education __
Diploma or post-secondary degree in related field or commensurate experience. Certifications/Licenses
Not applicable. Experience
Three to five years of supervisory experience. Program management experience that includes volunteer best practices, special event planning and maintenance of supporting databases. Demonstrated experience and technical knowledge with Microsoft Word, Excel, Outlook, and other commonly used software. Experience in animal handling and behaviour is an asset. Skills
Communication:
Skilled communicator both orally and in writing (listens well, is clear and understandable); Verbal communication skills including clear and easily understood delivery of messaging and content in a professional and respectful manner; Strong facilitation and presentation skills, and adaptable to a variety of age groups and audiences; Comfortable on camera, video, and social media; Uses correct grammar and spelling; Ensures documents and related details are recorded and input correctly. Program Development:
Demonstrated ability to research, write and produce high quality materials; Knowledge and experience developing and delivering customized training programs to diverse audience of volunteers; Actively looks for opportunities for improvement and growth within daily operations and processes; Challenges the status quo, openly embraces change, and develops opportunities to improve efficiencies and effectiveness; Ability to apply evidence-based practice. Planning and Organization:
Plans and organizes events, ensuring all details are managed efficiently and effectively; Manages project workflow for all education and outreach initiatives and plans; Identifies resource requirements and support services and materials; Manages creative projects through to completion, and achieves deadlines. Business Acumen:
Develops, plans, and prioritizes; Committed to process improvement and quality outcomes; Measures outcomes and other metrics; Achieves results. Leadership & Accountability:
Takes ownership of volunteer management, mentorship, and growth, by empowering and motivating others, maintaining clear expectations, and leading by influence; Assumes responsibility for successfully accomplishing objectives and set high standards of performance for self and others; Takes personal ownership in positive and negative outcomes of work and takes action to improve circumstances without instruction to do so; Proactively problem solves, and explores innovative solutions. Self-Motivation:
Is self-motivated, and can work with minimal direction; Is resourceful, takes initiative, and demonstrates a sound work ethic; Contributes to successful, value-added outcomes. Collaborative Team Member:
Has an inclusive, inviting nature, and seeks input and alternative perspectives from others; Is a supporter of diversity, inclusion, and collaboration, and works effectively with team members to achieve goals. Interpersonal Acumen:
Is approachable, and can interact with a wide range of individuals, of all ages, with varying needs; Listens well and has a friendly demeanor; Demonstrates empathy, tact, diplomacy, and discretion; Mediates disputes and manages difficult situations and conflict calmly and professionally; Understands underlying behaviors and emotions and responds appropriately. Relationship Management:
Establishes and manages a wide-range of key relationships and networks; Is an ambassador for the organization; Provides best in-class service, assistance, and advice. Problem-Solving:
Conceptualizes potential issues and their implications; Has excellent judgement and reasoning; Has the self-confidence to make independent decisions based on information at hand. Adaptability:
Capable of multi-tasking under stress-filled and unpredictable situations, and manage multiple priorities; Can manage frequent interruptions with ease; Can pivot quickly and adapt to project changes. Technology Proficiency:
Computer competence using MS Office and other software and systems related to the role; Ability to learn internal systems, databases, and other technologies as required. Critical Thinking Skills:
Analytical skills with respect to finances, budgets; forecasting funding/budgets; monitors expenses; prepares related reports; Plans and organizes work identifying priorities, work flow and required resources to manage multiple programs simultaneously. Coordinates and meets all deadlines. Animal Care and Handling:
Demonstrated capability, care, and compassion to safely and humanely work with different types of animals with varying needs and temperaments. Values:
Consistently demonstrates the values of the Regina Humane Society, including:
Leadership
Models the Organization's values; Demonstrates initiative and self-motivation; Accomplishes results; Works to contribute and continuously improve upon processes. Professionalism
Acts as an ambassador for the RHS; Maintains confidentiality and privacy of information. Compassion and Care
Committed to RHS's vision and mission for animals and people. Integrity and Honesty
Open and honest in their approach to work; Reliable and trustworthy. Teamwork
Works well and effectively collaborates with colleagues. Working Conditions & Effort Working with animals of various sizes and temperaments. Working in a shelter environment with animals that can be noisy, odorous, and physically and emotionally stressful. Work performed requires lifting (maximum of 50 lbs), bending, stooping and other strenuous activities including but not limited to handling large animals. Public speaking and presenting information face-to-face, by phone, electronic communication, or via various media platforms. Sitting and standing for extended periods of time. Concentration to perform detailed work that can involve significant attention and thought. Exposure to computer hardware and peripherals. Finger dexterity. Distraction and interruptions. Driving in a variety of traffic conditions in the local community. Must be available to work weekends. Ability to attend functions/activities outside of normal working hours. Additional Notes
Clear Criminal Record Check and Vulnerable Sector Check. Verification of education on file. Excellent work attendance and punctuality. Satisfactory Driver's Abstract. Signed agreement and adherence to the RHS Code of Conduct and Ethics, including the RHS Confidentiality Agreement. Apply in confidence to:
Lindsay West
Director of Operations
Regina Humane Society
This position will remain open until a suitable applicant is found.
We thank all applicants for their interest, but only those selected for an interview will be contacted.
Job Type: Full-time
Pay: $37,710.00 - $44,242.00 per year
Benefits:
Dental insurance Employee assistance program Flexible schedule Health insurance Life insurance Paid time off Professional development assistance Vision insurance Schedule:
8 hour shift Day shift Every weekend License/Certification:
Driver's License (Preferred) Ability to Commute:
Regina, SK (Required) Ability to Relocate:
Regina, SK: Relocate before starting work (Required) Work Location: In person