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Administration Systems Coordinator – Ottawa Bluesfest/Cityfolk Festival – Full Time Permanent

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Administration Systems Coordinator – Ottawa Bluesfest/Cityfolk Festival – Full Time Permanent Administration Systems Coordinator – Ottawa Bluesfest/CityFolk Festival – Full Time Permanent Ottawa Bluesfest is non-profit charitable world-class music festival that presents international, Canadian and local artists in downtown Ottawa annually in July. Our Volunteer program is over 3,000 people strong, who support festival operations including; box office, gate management, beverage sales, fundraising, volunteer experience (check-in, appreciation, food service, etc.), VIP areas, backstage hospitality, performer transportation, inventory control and greening initiatives. The Administration Systems Coordinator for Volunteer Services reports to and works with the Human Resources Manager for Volunteer services to coordinate and support the Volunteer program at Ottawa Bluesfest and CityFolk Festival. The Coordinator is responsible for developing and monitoring the online system for all Volunteer scheduling and registration. The position helps support a work environment that motivates individuals and teams to achieve the organization’s ambitious goals. We are looking for an individual who is highly motivated, able to work independently, interested in learning new systems, experienced in coaching or teaching to people of all ages, and committed to enhancing our Volunteer experience. Key Responsibilities Volunteer Coordination Review and update volunteer code of conduct, harassment policy and resolution, volunteer handbook, orientation guidelines and volunteer website content, i.e. FAQs, registration dates, Accessibility info; Set-up and customize self-scheduling, online registration which stores all volunteer information for RBC Bluesfest and CityFolk; Work with HR Manager to plan/facilitate monthly Leadership meetings; Support HR Manager with specialized recruitment including Leadership and Supervisor positions; Supervise seasonal admin support staff, including assigning tasks, coaching and mentoring and overseeing projects; Database/Systems Management Create/update 70 user profiles for volunteer management system (Cvent); Facilitate Volunteer management system training sessions with leaders; Create registration template with custom design, logo, and layout; reports, email templates, registration questions and modify for 70 teams Build detailed shift schedules using Excel (4500 volunteers, 70 teams and 30,000 shifts with multiple registration types, roles, and locations); Compose mass email communication templates: festival updates, registration and orientation details, and survey; Build/update all custom reports including global reports for Volunteer program; Compile annual early bird lists, and launch/monitor all phases of registration; Responsible for testing registration pathways, and troubleshooting all volunteer registration issues/inquiries; Liaise with external consultants to troubleshoot and ensure optimum performance of volunteer management system; Coordinate/update 70 user profiles for Google platform, including Gmail and Google Groups; Write how-to guides and manuals for online resource library via Google Drive; Coordinate Smart Serve training sessions, Food & Safety and assist with the overall coordination of Orientation including creating, reviewing and updating training materials; Provide volunteer statistics for sponsorship, grant and audit reports; Onsite/Event Coordination Responsible for set up of Volunteer Check-In Headquarters, including facilitating all training associated with area operation; Provide support and connect leaders with onsite resources to troubleshoot day to day operations across all volunteer departments; Assist with planning volunteer appreciation events: Service Awards Ceremony, Volunteer of the Year Party and Volunteer Appreciation Party; Support fundraising initiatives for Blues in the Schools and Bluesfest School of Music and Art; Essential Qualifications 2-3 years administration and project management experience; 2-3 years database management experience; Advanced Microsoft Office: Excel, Word, PowerPoint; Good judgement, attention to detail, a positive attitude and flexible nature; Assets Leadership experience, including coaching and mentoring youth; Event management experience, knowledge of RBC Bluesfest and CityFolk Volunteer program an asset; Working knowledge/experience with Cvent, Google Apps, and WordPress an asset; Post-secondary education in community development, volunteer management, human resources or social sciences an asset; Bilingualism an asset. Work Environment This position is located at Festival House. During most of the year, regular office hours apply. Overtime may be required during busy months, (typically May and June) in preparation for Volunteer registration, and festival operations. For the duration of both festivals, 12-15 hour days are expected, mostly outdoors in all types of weather, with up to 5 km of walking required on a daily basis. Start Date: January 30th, 2017 Salary Range: $38,000-$44,000/annual salary Send Resume and Cover Letter to: [email protected] Application Deadline: January 9th, 2017 While we appreciate all applications, only those selected for an interview will be contacted. The Ottawa Bluesfest is committed to building an inclusive workforce reflecting the demographics of a Canadian society. The organization has also developed policies and procedures in order to ensure a barrier-free selection process and workplace. If you are a person with a disability and require accommodation for an interview or written exam, please advise us when initially contacted. .
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