Volunteer Coordinator, RAP

Job Information:

Job title: Volunteer coordinator

Department:
Programs

Reports to: Senior Manager, Resettlement and Integration

Job type: Contract, until March 31, 2027

Hours per week: 37.5 hours/week, Monday – Friday 9am-4:30pm, less a daily unpaid ½ hour break

- Location: Primarily Temporary accommodation

- 101 Frederick Office as needed

- In the community as needed

Minimum Experience:

- Entry -Level

Compensation: $48,000 - $53,000 per year

Number of vacancies: 1

The opportunity is for an existing role.

Police background check required: Vulnerable

Language requirements:

Fluency in English. Knowledge of additional language an asset (such as Arabic, Somali, Dari/Pashto, Tigrinya , French and Rohingya).

About Reception House

Reception House is a non-profit, community-based organization that delivers quality settlement, integration and support services to refugees and newcomers in Waterloo Region. Since 1987, Reception House has helped thousands of refugees rebuild their lives in Canada through specialized programs and services designed to help them become established in their new communities.

We currently have an exciting opportunity for a full-time Volunteer coordinator on our Resettlement Assistance program. The Volunteer Coordinator will oversee the RAP team’s volunteer program, working closely with the HR team to ensure organizational alignment. They will recruit, screen, and onboard new volunteers, matching them to roles based on skills and availability. The coordinator will provide training, guidance, and ongoing support to volunteers ensuring smooth operations and engagement. They will track participation, maintain records, and serve as the main point of contact for RAP volunteers. Additionally, they will assist in organizing events and activities that involve volunteers to help the team achieve its goals.

What you’ll do:

- Lead the recruitment and onboarding of new volunteers for RAP, including managing volunteer applications through VOME, and collaborating with HR when needed.

- Oversee volunteer opportunities and coordinate volunteers to fill open shifts, covering key station vacancies when volunteers are unavailable.

- Orient volunteers to the organization, its clients, services, and their roles and responsibilities, conducting orientation sessions and developing training and resources as needed.

- Provide program-specific training, ongoing guidance, and supervision to volunteers placed within RAP volunteer roles.

- Collaborate with the Senior Manager and other RAP staff to identify program gaps that could be supported by volunteers and develop new volunteer opportunities.

- Assess volunteers’ experience, skills, and limitations to engage them in meaningful and suitable roles.

- Maintain the RAP volunteer calendar, arrange schedules for different volunteer stations, and track volunteer participation using VOME.

- Ensure clear communication between volunteers and staff, providing necessary tools, resources, and information for volunteers to perform their roles effectively.

- Act as a liaison between the organization and the community, representing the organization at volunteer events and presenting volunteer opportunities to community and corporate groups.

- Support conflict resolution involving volunteers and/or clients according to organizational policies, seeking support from HR when needed.

- Plan and implement formal and informal volunteer recognition and engagement activities to acknowledge contributions.

- Work with volunteers and staff to ensure hours are used productively and services are delivered efficiently and appropriately.

- Complete monthly reporting as required or directed by the Senior Manager, including summaries of volunteer hours and services delivered.

What you’ll need:

- Understanding of the resettlement process and volunteer management.

- Post-secondary degree, diploma or work and education equivalent in settlement work, social or community services, or other social sciences fields required.

- Minimum 1 year of experience in a similar capacity managing volunteers, volunteer programming or community programming.

- Demonstrated understanding of challenges faced by refugees and the agencies that serve them.

- Previous experience using a volunteer management system is preferred.

- Proficient in using computers, Microsoft 365, and smartphones are required.

- Ability to assess volunteer and client needs and match volunteers to appropriate roles.

- Highly organized and detail-oriented, capable of managing multiple priorities and tasks.

- Demonstrates initiative and proactive problem-solving abilities.

- Excels in time management, scheduling and prioritizing tasks effectively.

- Strong communication, leadership, and interpersonal skills.

- Possesses a high level of self-awareness, sensitive to diverse cultural backgrounds and experiences, including trauma and harm.

- Works effectively both independently and collaboratively within a team environment.

Working conditions:

- Work is performed in an office setting in hotel facilities.

- Heightened risk of exposure to communicable diseases, vicarious trauma and high-stress environment.

- Must be physically able to move freely throughout buildings and travel within community with reasonable accommodations as required.

- Moderate physical activity, including standing, walking, and event setup.

- Periods of moderate to heavy concentration and alertness.

- Manual dexterity required to use desktop, laptop computers and peripherals.

- Some local travel required, especially between RH worksites.

- Must be willing to work occasional, flexible hours (weekends and evenings) when needed.

Benefits:

At Reception House, we truly value our employees and the incredible work that they do. Some benefits we provide include;

- Employee and Family Assistance Program (EFAP)

- Staff appreciation events

- Wellness initiatives

- Professional development opportunities

Reception House Waterloo Region welcomes and encourages applications from people with disabilities, visible minorities, Indigenous peoples, and individuals from all equity-seeking groups. We will accommodate candidates partaking in the recruitment process upon request. If you require a disability-related accommodation during this process, please contact us at [email protected].

We are committed to providing clear and equitable compensation information. The compensation posted reflects the expected pay for this role at the time of posting and may be adjusted based on experience, internal equity, and market conditions.