ADMINISTRATIVE & VOLUNTEER COORDINATOR

POSITION OVERVIEW

The Administrative & Volunteer Coordinator is a pivotal role within the Compassion Society of Halton, responsible for ensuring the seamless integration of administrative operations and volunteer coordination across all program areas.

Reporting directly to the Executive Director, this position serves as the central hub of daily operations, managing frontline communications, coordinating volunteer resources, and maintaining critical administrative and data systems. The role ensures that services—including food distribution, clothing support, and client care—are consistently delivered with efficiency, professionalism, and compassion.

This position requires a highly organized, adaptable, and solutions-focused professional capable of managing multiple priorities in a fast-paced, high-demand environment, while upholding the organization’s commitment to dignity, inclusion, and service excellence.

3. KEY RESPONSIBILITIES

3.1 Volunteer Coordination & Scheduling (Primary Accountability)

• Lead the planning, coordination, and oversight of all volunteer scheduling to ensure consistent operational coverage.
• Monitor daily staffing levels and proactively address gaps to maintain uninterrupted service delivery.
• Coordinate volunteers across all functional areas, including food services, clothing operations, reception, logistics, and client support.
• Maintain accurate and up-to-date volunteer schedules, attendance records, and reporting systems.
• Communicate effectively with volunteers regarding schedules, expectations, and organizational updates.
• Support volunteer recruitment, onboarding, orientation, and training initiatives.
• Foster a positive, inclusive, and respectful volunteer environment that supports engagement and retention.
• Identify emerging needs and support the recruitment of volunteers with specialized skills.

3.2 Administrative Operations & Office Management

• Serve as the primary point of contact for all inquiries, ensuring professional, timely, and confidential communication.
• Manage calendars, appointments, and daily office coordination.
• Prepare and distribute correspondence, reports, and organizational documentation.
• Maintain accurate filing systems, records, and administrative processes.
• Develop and distribute internal communications, signage, and operational materials.
• Coordinate office logistics, including mail, supplies, and vendor services.
• Support planning and execution of meetings, events, and organizational initiatives.

3.3 Data & Database Management (SUMAC CRM)

• Oversee the integrity and maintenance of the SUMAC database for clients, donors, and volunteers.
• Ensure accurate and timely data entry, tracking, and reporting.
• Manage client service records, donation tracking, and volunteer data.
• Generate operational, statistical, and impact reports to support leadership and funder requirements.
• Administer donor tax receipting processes in compliance with regulatory standards.
• Ensure adherence to confidentiality, privacy, and data protection protocols.

3.4 Financial & Administrative Support

• Record and reconcile all forms of donations, including cash, cheque, electronic, and in-kind contributions.
• Maintain donation tracking systems and ensure accuracy in financial documentation.
• Administer gift card tracking, reconciliation, and reporting processes.
• Support bookkeeping functions in QuickBooks under the guidance of the Board Treasurer.
• Coordinate procurement and inventory management of office supplies.
• Process vendor invoices and support timely payment procedures.

3.5 Operations & Service Delivery Support

• Collaborate with the staff to ensure effective daily program delivery.
• Ensure appropriate volunteer coverage in high-demand service areas.
• Support the implementation and monitoring of operational and health and safety protocols.
• Coordinate logistics related to drivers, vehicle scheduling, and maintenance.
• Assist in managing client flow and providing support during peak service periods.
• Address client inquiries, concerns, or conflicts with professionalism and a solution-focused approach.

3.6 Stakeholder, Donor & Community Engagement

• Support the Executive Director in maintaining strong relationships with donors, Board members, and community partners.
• Prepare donor acknowledgements and support stewardship activities.
• Assist with communications, including newsletters, email campaigns, and social media content.
• Provide administrative support for fundraising initiatives, outreach efforts, and community events.

3.7 Organizational Leadership & Support

• Contribute to advancing the mission, vision, and strategic priorities of the organization.
• Promote a culture of compassion, inclusion, and professionalism across all interactions.
• Provide cross-functional support to staff and volunteers as required.
• Undertake additional responsibilities as assigned by the Executive Director.

4. AUTHORITY

The Administrative & Volunteer Coordinator is authorized to:

• Develop, manage, and adjust volunteer schedules and assignments.
• Resolve day-to-day scheduling and operational challenges independently.
• Escalate critical issues and contact emergency services when necessary.
• Make operational decisions within established policies and procedures.

5. QUALIFICATIONS

Education

• Post-secondary education in Office Administration, Business Administration, Human Resources, Non-Profit Management, or a related discipline.

Experience

• 2–5 years of progressive administrative experience, preferably within a non-profit or community-based environment.
• Demonstrated experience coordinating volunteers or staff in a multi-functional setting.
• Experience with CRM/database systems (SUMAC preferred).
• Familiarity with bookkeeping practices and financial recordkeeping (QuickBooks an asset).

Core Competencies

• Exceptional organizational and time-management skills.
• Strong interpersonal and communication abilities.
• Demonstrated ability to manage competing priorities in a dynamic environment.
• High level of professionalism, discretion, and attention to detail.
• Ability to engage effectively with diverse populations in a respectful and compassionate manner.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Commitment to equity, inclusion, and client-centered service delivery.

Additional Requirements

• Health and Safety Awareness Training (preferred).

6. WORKING CONDITIONS

• Fast-paced, high-volume environment with frequent interruptions.
• Regular interaction with clients, volunteers, and community stakeholders.
• Combination of office-based and operational/warehouse activities.
• Occasional lifting (up to 30 lbs) and movement of materials.
• Exposure to moderate noise and active service areas.
• Please send resume to: oneill.compassion@gmail.com