Athletics Ontario Officials & Volunteers Coordinator Position

Officials & Volunteers Coordinator Job Description

Application Deadline: October 15, 2024
Ideal Start Date: November 4, 2024
Term: 20 hrs/week

Identifying Information

Job Title: Officials & Volunteers Coordinator (OVC)
Reports to: Director, Member Services, Programs & Development

Organization Summary

Athletics Ontario (AO), the Provincial Sports Organization (PSO) for Athletics, is a small, highly active not-for-profit organization committed to supporting athletes in the sport of Athletics (track and field, cross country, and road and trail running) – and contributing to the health, fitness, social development, and well-being of all participants.

Job Summary

Reporting to the Director, Member Services, Programs & Development, the Officials & Volunteers Coordinator (OVC) is a part-time position (limited-term) responsible for managing volunteer resources to assist in the delivery of the organization’s programs and services. The OVC is responsible for full cycle volunteer management (recruitment, screening, orientation, training, recognition and evaluation). The OVC is also responsible for providing guidance, support, resources and tools to staff who supervise volunteers. The position works primarily, but not exclusively, with the AO Championships & Officials Executive Committee, ensuring that there are qualified volunteers to take on roles as Volunteers. The OVC will be an active member of the AO Championship Committee and will be a staff representative for the Officials Executive Committee to ensure smooth recruitment, training, recognition and evaluation of Volunteers.

The Coordinator organizes volunteers for gaming events (bingos and casinos) by recruiting volunteers and supporting the gaming event coordinator in training and supervising the volunteers for these events. They will also complete the required paperwork and secure the necessary licensing. The Coordinator also supports the officials and volunteer needs of other organization service areas including internship support, fund development, peer support, administrative services as well as education and awareness. The Coordinator will be responsible for maintaining all volunteer files, compiling program statistics, developing and maintaining a comprehensive volunteer recognition program, preparing monthly program reports, and meeting the requirements of the agency communications plan. The OVC will also coordinate the placement of internship students into the different programs that fit with their areas of study and interest. They will become familiar with the requirements of the different universities/colleges, and act as a support for all student supervisors.

Job Duties and Responsibilities

Program Planning and Implementation

Assesses the need for officials and volunteers to enhance program and service delivery across the AO Community
Develops and implements effective strategies to recruit the right officials and volunteers with the right skills
Researches best practices, develops and implements an intake and interview protocol screening process for potential volunteers, to ensure the best match between the skills, qualifications, and interests of the officials and volunteers and the needs of the AO Community
Identifies officials and volunteer assignments that provide meaningful work for volunteers and writes the volunteer position descriptions in consultation with other staff as appropriate
Evaluates the potential risks associated with each official and volunteer position and attempts to mitigate those risks to the program or service by placing the most appropriate volunteer in each role
Orientates officials and volunteers to increase their understanding of the organization, its clients, its services and the roles and responsibilities of volunteers
Schedules and communicates training to the AO Community and key stakeholders
Ensures that volunteers receive the appropriate program area training and supervision to be successful in their roles
Ensures that volunteer check-in procedures are followed and that records of volunteer hours are maintained according to established procedures
Assists with conflict resolution among clients, staff, officials and volunteers (as required) according to established procedures
Conducts ongoing evaluations of the programs and services delivered by officials and volunteers and implements improvements as necessary
Undertakes a process to evaluate the contribution of each volunteer on an annual basis
Plans and implements formal and informal officials and volunteer recognition activities to recognize the contribution of volunteers to AO
Identifies programs that would be of interest to practicum students and brainstorm tasks and projects with the potential supervisor
Undergoes the same processes (recruitment, orientation, training, evaluation, recognition, exiting) with practicum students as with volunteers.

Program Administration

Promotes the volunteer program by utilizing the organization’s website, social media, newsletters, and other means, to gain community support of the program and of the AO Community
Develops and implements goals and objectives for the officials and volunteer program which reflect the mission of AO
Administers and monitors expenditures for the officials and volunteer program in accordance with the approved budget
Develops, administers, and reviews policies and procedures which guide the volunteer programs and services, and reflect the overall agency values
Develops and administers forms and records to document the officials and volunteer activities
Participates in ensuring that volunteers work in a safe, healthy, and supportive environment that is in accordance with all appropriate legislation and regulations
Contributes to the preparation of Quarterly and Annual reports by providing information/statistics on the contributions made by the volunteer program
Support in the scheduling of volunteers for AO events, including but not limited to, AO Championships, Sanctioned events, the Awards Gala, fundraising events, monthly Bingo shifts and internships

Qualifications/Experience

Post-secondary Certificate in Volunteer Management, or related post-secondary education/course work in a field related to the volunteer sector and an understanding of current trends, resources and information related to volunteerism
Experience supervising and/or coordinating the work of volunteers or staff
Acceptable attainment and maintenance of a Police Information Check with a Vulnerable Sector Check and an Intervention Record Check

Skills/Abilities

Strong interpersonal, verbal and written communication skills
Skills in program development, evaluation and research
Ability to work independently, set priorities, be flexible, meet deadlines and allocate time and resources effectively
Highly developed organizational, time management and problem-solving skills
Knowledge and skills in special event planning and execution
Ability to deal effectively with the public and community agencies and maintain good public relations
Ability to lead, mentor, coach and guide volunteers to achieve results that are in the best interest of the agency
Ability to assess problem situations to identify causes, gather and process relevant information, generate possible solutions and make recommendations and/or resolve the problem
Ability to effectively use Microsoft Office and Google Applications/Google Workspace and membership database software

Location: This position will be partially remote, in nature with some daytime, weekend and evening work may be required off-site, during Training sessions, Championship events and other functions). This project may operate at events, communities and schools within the Greater Toronto & surrounding areas, yet will serve all of Ontario in some capacity. A reliable laptop and reliable internet access will be necessary to carry out tasks for this position.

Wage Rate: $25.00/hour

How to Apply

The deadline for receiving resumes/applications is October 15, 2024. You can submit your application online at or e-mail to office@athleticsontario.ca. Please identify the desired position in the subject line. Athletics Ontario thanks all who express an interest in this position. Only, those selected for interviews will be contacted.

AO is committed to diversity and inclusivity in employment and invites applications from qualified individuals of diverse backgrounds. AO is committed to providing accommodations for people with disabilities; if you require an accommodation, we will work with you to meet your needs.

Officials & Volunteers Coordinator Job Posting

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