Coordinator, Events & Volunteer Administration

COORDINATOR, EVENTS & VOLUNTEER ADMINISTRATION (FTE: 1.0 / Full-time: 37.5 hrs/week)

Pilgrims Hospice Society (PHS) is a registered charity that provides supportive and compassionate family-centred care to enhance the quality and dignity of life for those diagnosed with a progressive, life-limiting illness as well as support to those who are grieving the death of a loved one, from any cause.

The Ideal Candidate:

Do you love coordinating events and helping to keep a team organized? Do you embrace technology and are highly organized and detail oriented? Do you have experience supporting a volunteer program? Are you passionate about making a difference in the lives of others? If so, you may just be the newest member of the Pilgrims Hospice Society team.

Position Summary:

Reporting to the Director, Fund Development, the Coordinator, Events & Volunteer Administration is responsible for coordinating and supporting all aspects of fundraising and donor appreciation events, including data entry and accurate record keeping, stewardship initiatives, relationship tracking and successful execution of events.

The Coordinator, Events & Volunteer Administration is also responsible for the day-to-day administration of the PHS volunteer program and acts as the contact for prospective volunteers. Working alongside the Volunteer Development Lead and Program Leads to deliver the PHS volunteer management program, including volunteer needs assessments, recruitment, selection, pre-screening, training, and volunteer appreciation events.

The Coordinator, Events & Volunteer Administration is accountable for the execution of all assigned Fund Development and Volunteer Services events, special projects and initiatives, and is expected to work within PHS guidelines, policies/procedures, strategic initiatives, and mission of the organization.

Primary Duties and Responsibilities:

Fundraising & Donor Appreciation Events

Responsible for on-site coordinating and executing all aspects of PHS annual fundraising events (ie. Hike for Pilgrims Hospice in April, Sunflower Luncheon in September), and all donor appreciation events throughout the year, in accordance with PHS event workback plans.

Events Coordination/Administration:

• Invitation mailouts (email or mail as applicable). Recording RSVPs and maintaining attendee registration listing(s) for events. Determine table assignments, as applicable for event.
• Monitor event project timelines and budget, including venue and vendor/supplier contract management, event staffing (volunteers), event day production schedule.
• Event day setup and tear down, including technical requirements, signage and décor.
• Post-event thank you notes and calls.
• Compile event statistics for trend analysis & reporting purposes during final debrief meeting.

Event Meetings/Scheduling:

• Schedule and participate in all pre and post event meetings/check-ins as outlined in applicable event plan workback schedule for key stakeholders.
• Update applicable event plan workback schedule as appropriate based on event feedback received from key stakeholders and the Fund Development Team.
• Compile and distribute event meeting minutes and action items to applicable stakeholders after each meeting/check-in.

Event Contact:

• Go to person for all questions from attendees, event volunteers, support staff, suppliers/vendors, before, during, and after event.

Fund Development

• Organize PHS direct mail appeals, working closely with PHS Marketing & Communications, the printing company and Canada Post.
• Initiate timely correspondence by telephone, e-mail and mail; including thank you calls, within one (1) to three (3) business days of event.
• Prepare Fund Development reports for weekly team meetings to provide updates on all current and upcoming fund development projects and activities. Record team meeting minutes and distribute minutes to team.
• Follow PHS stewardship checklists and processes for all fund development events and special projects.
• Assist with scheduling of tours, as needed. May be required to provide tours to prospective or new donors on an ad hoc basis.
• Support Fund Development Team in other projects and initiatives, as required.

Volunteer Services

• Liaise with all interested volunteer applicants, providing information on various volunteer opportunities, and guiding prospective volunteers through the application process. Coordinate and lead monthly volunteer applicant information sessions (two per month - one evening and one daytime).
• Administer the volunteer recruitment, onboarding, training and offboarding process, including coordinating volunteer information sessions, obtaining vulnerable sector criminal record checks for successful applicants, reference checks, registering and training volunteers on InfoAnywhere, creating and maintaining volunteer profiles in Raiser’s Edge and InfoAnywhere databases, conducting annual satisfaction surveys and assisting with distributing exit interviews.
• Monitor and respond to volunteer support inbox emails and to volunteer phone line voicemail messages.

• Support Volunteer Development Lead with volunteer training and other volunteer-related initiatives, including attending and assisting with quarterly in-house two-day (Friday and Saturday) volunteer training session, and participating in volunteer networking group meetings with other volunteer organizations including AHPCA and the VC Hub.
• In conjunction with the Volunteer Development Lead and Program Leads, organize annual volunteer appreciation event during National Volunteer week.

• Collaborate with Program Leads to determine volunteer needs for special events and internal program events.
• Back up support for volunteer front of house role, on an occasional basis.

Qualifications and Skills:

• Minimum of two (2) years events related and volunteer coordination experience, preferred.
• Post-secondary education in a relevant program (ie. Events Management, Business Administration, Fundraising, Hospitality Management), preferred.
• Strong interpersonal skills with proven success in building collaborative, respectful and effective working relationships.
• Demonstrated ability to work independently and as a strong contributor in a team environment.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office programs, required.
• Prior experience using a donor relations database, preferably Raiser’s Edge or Raiser’s Edge NXT, an asset.
• Familiarity with the events module in Raiser’s Edge NXT and the Zeffy online event platform, an asset.
• Volunteer management software experience, preferred.
• InfoAnywhere database experience, an asset.
• Experience with fundraising activities, such as mail appeals, special events, donor stewardship and appreciation, preferred.
• Outstanding oral and written communication skills.
• Experience working in the not-for-profit sector, an asset.
• Excellent problem-solving skills.

Working Conditions:

• Weekdays from 830am to 430pm, with the ability to work flexible hours as needed for evening and weekend events, as evening and weekend work will be required for scheduled events and volunteer training.
• Ability to lift and carry up to 15 pounds.
• Must have a valid Alberta Driver’s License and access to a vehicle for travel required within Edmonton and surrounding area for events and event planning. Minimal travel will be required.

TO APPLY: Send your resume and cover letter via our recruitment portal.

Applications will be reviewed as they are received. Posting will remain open until January 5, 2025, or until a suitable candidate is found.

We thank all applicants for their interest however only candidates selected for an interview will be contacted.

Anticipated start date: January 27, 2025 (earlier start date may be possible)