Coordinator
Organization: Providence Farm http://www.providence.bc.ca
Location: Mount Tzouhalem, Duncan, Vancouver Island, British Columbia
Providence Farm is seeking to fill the position of Community Relations
and Events Coordinator.
Providence Farm is a registered charity and therapeutic community
operating creative and innovative programs for adults with mental
health issues, brain injuries and physical and emo
Position: Community Relations Coordinator
The Organization:
Providence Farm is a therapeutic farm nestled at the base of Mount
Tzouhalem in the Cowichan Valley on Vancouver Island, British
Columbia. Since 1979, the Vancouver Island Providence Community
Association, a registered charity and non-profit society, has been
operating creative and innovative programs at the Farm for adults in
the Valley with mental health issues, brain injuries and physical and
emotional challenges.
Mission Statement:
Trusting in Providence, and building upon the faith-centered heritage
of our founding members, we are committed to serving needs and
fostering talents of people in the Cowichan Valley, especially of
those not easily accepted elsewhere, through our therapeutic community
at Providence Farm. Our focus shall be upon the renewal of body and
spirit, and upon people caring for the soil, and the soil nurturing
the people.
Purpose of Position:
Reporting to the Manager, Fund Development, the Community Relations
Coordinator facilitates and manages Farm rentals/bookings/tours,
coordinates Farm program and event volunteers, manages the Farm’s
marketing budget/plan, and maintains the Farm’s social media.
Education, Skills & Abilities:
A combination of education and experience in the following areas is required:
• Excellent administrative and organizational skills
• Excellent information technology skills
• Excellent communication, customer service, and interpersonal skills
• Ability to work independently and be a self-starter
• Ability to take responsibility and solve problems
• Demonstrated experience in budgeting
• Ability and interest in seeking new opportunities, identify gaps,
and actively contribute to the Farm’s growth and community connection
In addition, we are looking for:
• Ability to foster positive relationships
• Flexibility and a spirit of teamwork and cooperation
• Proficient time management skills
• Ability to model a healthy lifestyle
• A warm and empathetic presence
A Criminal Record Check processed through the Ministry of Public
Safety is required for this position.
Duties and Responsibilities:
1. Volunteer coordination
– Respond to volunteer inquiries; organize and assist in volunteer
orientation sessions.
– Provide staff with appropriate information (e.g. areas of interest,
strengths, restrictions) of all new volunteers prior to their start
date.
– Confidentially maintain volunteer records including applications,
first aid certification records and references.
– Retain and file copies of all reports and references provided to volunteers.
– Maintain up-to-date volunteer job descriptions; post them on the
Farm website as well as the Volunteer Cowichan website.
– Seek out and develop new places for volunteer recruitment.
– Follow up with volunteers to ensure the satisfaction and
appropriateness of their time at the Farm.
– Recruit and train volunteers to assist with orientation, information
sessions, etc.
– Develop ways to recognize and thank volunteers.
– Support committees in the organization of volunteer appreciation events.
– Assist in the organization and preparation of volunteers for
fundraising events, volunteer booths and community presentations as
required.
– Work with other Farm staff to schedule volunteers as required.
– Connect with Farm staff regularly to determine volunteer needs.
2. Bookings and rentals
– Manage tour, rental and events bookings (and changes to bookings)
from initial contact through to final payment, ensuring excellent
service is provided to customers.
– Maintain an ongoing calendar and database of bookings and rentals.
– Correspond with various customers as required.
– Liaise with Farm finance staff to ensure accurate and timely invoicing.
– Liaise with Farm site maintenance staff to ensure that all areas
that are being rented are kept clean, tidy and visually attractive and
welcoming at all times.
– Provide on the day hosting and troubleshooting for events as
required, including welcoming and promoting the Farm’s purpose and
mission.
– Proactively ensure all members and visitors have the information,
resources and support they require to make safe, comfortable and
effective use of Farm space.
– Maintain a reasonable cost and service level for bookings in line
with other facilities of similar size.
– Ensure bookings do not conflict with program activities and adjust
the booking schedules accordingly.
– Communicate upcoming bookings that will affect programs to staff at
weekly staff meetings.
– Ensure efficient and logical bookings procedures are maintained and
followed such that reception staff can independently handle on-going
and long-standing bookings.
3. Administration
– Attend weekly staff meetings.
– Assist with other administrative duties as required.
4. Public relations
– Be a welcoming presence at all times.
– Encourage visitors to the Farm.
– Be available to give tours of the Farm to groups and individuals, as needed.
– Provide information regarding Providence Farm when requested.
5. Marketing
– Update and promote Providence Farm events via Facebook, community
calendars and different promotional websites.
– Provide information to local media regarding Providence Farm events.
– Solicit promotions as appropriate.
– Assist with the development of marketing materials.
– Produce and distribute monthly e-newsletter
Hours of work:
The hours for this position total approximately 20 per week from
November 1 to April 30, and 30 hours per week from May 1 to October 31
• Schedule is flexible but needs to be coordinated with the demands of
customers/events/bookings
• While the work is typically carried out during the week, weekend
work may be required. This is a one year maternity leave position,
with the possibility of continued employment.
Compensation: $16.00-$18.00 per hour.
Start date: April 1, 2015
Job posting deadline:
To be considered for this position, please submit your resume and
covering letter to:
jobs@providence.bc.ca
by midnight on Friday, March 20, 2015,
or mail/deliver it to:
Providence Farm, 1843 Tzouhalem Road, Duncan.
Only those applicants short-listed for an interview will be contacted,
but the Farm thanks all applicants for their interest in working at
Providence Farm.