Team Coordinator

TEAM COORDINATOR

40 hours per week | Hybrid (On-site & Remote) | $42,000 – 50,000 Annual Salary

About the Role

CONTRACT JULY 2026 – FEBRUARY 2028. 40 hours per week, some evening and weekend work will be required. Option for hybrid work environment (1 day a week working from home). 

Reporting to the Volunteer Program Manager the Team Coordinator is responsible for coordinating all day-to-day functions of the Volunteer Program for the Georgian Triangle Humane Society. The incumbent represents the GTHS in a professional manner and ensures that the GTHS is seen by the community as a desirable place to volunteer. Key components of this role include effective communication with our volunteer team and helping to grow our Volunteer Program (for our future facility). Additionally, the Team Coordinator will work with our Board of Directors, and assist with team engagement and professional development activities.

What You’ll Do

Volunteer Program Coordination

• Support Volunteer Program Manager to administer the Standard Operating Procedures (SOPs) that guide the Volunteer Program
• Review, create, maintain, print and upload materials and resources (including onboarding documentation, online training, QR code name badges, manuals, presentations, checklists, forms, surveys, promotional materials, etc.)
• Assist with volunteer documentation uploads, data updates, profile removal and run reports, ensuring accuracy, completeness and confidentiality
• Coordinate first shift and training shifts, and refresher training shifts with Team Leads or experienced volunteers
• Conduct volunteer check-ins, capture and present volunteer feedback
• Ensure that volunteers work in a safe, healthy and supportive environment in accordance with all appropriate legislation, regulations and internal standards and policies
• Support volunteer and staff users of volunteer management platform (e.g. troubleshoot remote and onsite access, time logging / approval, scheduling tool issues, etc.)
• Support volunteers with shift coverage requirements, schedule access and updates
• Oversee roll-out of new scheduling tool and online training modules

Volunteer Recruitment, Retention & Engagement

• Assist Volunteer Program Manager with volunteer recruitment, satisfaction, retention and engagement activities
• Provide as needed support acknowledging volunteer applications and contacting non-responsive applicants
• Update in-community and online volunteer recruitment posts
• In-person support and promotion of Volunteer Program at Information Sessions, GTHS Open House events, GTHS booth at markets, third party events, volunteer fairs, and displaying posters on community noticeboards, etc.
• Coordinate and attend Volunteer Committee Meetings for participation and to take / transcribe / distribute minutes
• Coordinate and provide orientation-tours for new volunteers, and conduct ad hoc Animal Centre tours for interested parties
• Liaise with volunteers about shift coverage, attendance and reengagement
• Oversee volunteer noticeboards and displays at Animal Centre, and ensure onsite training resources are available and current
• Update ‘News’ section of volunteer management platform to reflect events and meetings, and to replace monthly newsletter links
• Volunteer Recognition: generate celebrant data, create social media posts, send greetings from Executive Director, place orders for recognition milestones, support National Volunteer Week and other recognition activities
• Monitor and oversee internal social media group content and access
• Collaborate with Team Leads and send weekly communications to Cat Care, Dog Care and Hospital Teams (via Mailchimp)
• Assist with quarterly team meeting coordination and access for virtual attendees
• Liaise with Team Leads to ensure capture of quarterly team attendance sheets, presentations and minutes in Sharepoint
• Create and maintain schedules and contact lists on behalf of Team Leads

Team Engagement

• Attend all monthly and quarterly Board and Committee meetings, and provide assistance to Executive Director by producing agendas, materials for meetings, taking / transcribing / summarizing minutes, and monitoring follow-up actions 
• Assist with management and upkeep of documents relating to Board of Directors, and oversee new Board Member orientation
• Member of GTHS staff Social Committee, and assists in the planning and execution of staff meetings and events as required
• For all volunteer and staff team events, GTHS Town Halls and Annual General Meeting: venue research, bookings, set-up and tidy-up / purchasing supplies, food and beverages / meeting attendance recording / presentation preparation, etc.
• Oversee ad hoc purchases required for Volunteer Program or Animal Centre, upon request
• Spearhead the Staff Recognition Program with support of GTHS leadership team 
• Support Professional Development of GTHS team with organizing location, documents & supplies for each session in partnership with the Director Team
• Assist with running the Joint Health and Safety Committee, recording minutes, action items and conducting monthly inspections. Act as lead Health and Safety representative. 

What You’ll Bring

· A certification in Volunteer Management or post-secondary education in social sciences,community development, or human resources is an asset

· Education or experience in administration or customer service (two years preferred)

· Understanding of recruitment and selection, engagement and development techniques

· Willingness to learn about current trends, resources and information related to volunteerism

· Highly organized, self-motivated, detail-oriented, creative, professional and able to manage multiple projects and competing priorities

· Excellent interpersonal skills and an ability to work collaboratively with all levels of staff volunteers and community members

· Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques

· Presentation and public speaking skills an asset

· Drive to exceed expectations, good time management skills, self-motivated and high attention to detail

· Sensitivity to confidential information

· Familiar with a range of databases, CRMs and/or management tools; knowledge of Better Impact an asset

· Proficient in the Microsoft Office suite of programs

· Graphic design skills / experience using Canva an asset

· Experience using Mailchimp beneficial

· Familiarity with social media platforms

· Genuine interest in the welfare of animals and congruent values with the organization

Value Alignment

· Genuine interest in supporting people and building a healthy, inclusive workplace culture.

· Genuine interest in the welfare of animals and congruent values with the organization

· Alignment with our values of compassion for pets & people, inclusivity, perseverance, well-being, and life-long learning

Why You’ll Love Working Here

· Opportunities for team connections and collaboration in person

· Professional development/training opportunities

· Regular interactions with adorable animals and a meaningful impact in daily work

· Employee benefits package including medical, dental, veterinary, and retail

Working Conditions

The work environment inherently contains common animal-related allergens, including but not limited to fur, dander, and cleaning agents. This role also requires prolonged sitting (up to 8 hours/day), computer usage for extended periods, as well as standing, walking, bending as necessary. As such, you are able to perform all the essential duties of the position in such an environment.

Learn More About The GTHS

We’re a community-based non-profit organization providing a vulnerable animal shelter, animal adoption services, low-cost veterinary care, and community programs and services (www.gths.ca).

If this position sounds like the right fit for you, please submit your resume and cover letter on Indeed’s job portal directly https://ca.indeed.com. This position will remain open until filled; interviews will be scheduled as candidates are selected. Please note, AI is not used during the recruitment and selection process.

This position is to fill a current vacancy.

*We thank all applicants for their interest, however, only those selected for an interview will be contacted. The GTHS will endeavor to make accommodations based on individual accommodation needs, please notify [email protected] about your specific needs, this information will be kept confidential.