Volunteer Services Assistant and Systems Administrator

Contract Length: 26 Weeks.                              

Anticipated Start Date: ASAP

End Date: Initial term approved to the Province of Ontario’s current fiscal year end, March 31, 2025.  Additional weeks is pending the approval of Ottawa Festivals’ fiscal year (2025-2026) JCP program agreement.

Work Schedule:  4 business days per week (32 hours)                   

Location:  Hybrid: Own home and Westboro Festival House

Job Summary: This position is funded through Ontario’s Job Creation Partnerships (see eligibility details below). Reports directly to and works under the supervision of the HR Manager of Volunteer Services; work may overlap with the IT department. The incumbent is responsible for administrative planning and execution support for established systems initiatives. Occasional evenings and weekends are required, candidates must be available throughout the festival.

Responsibilities:

• Become knowledgeable about festival operations, procedures, and policies.

• Assist with planning and organizing volunteer logistics requirements, majorly IT related.

• Develop and deliver a volunteer recruitment campaign to engage and retain volunteers through our database platform.

• Support the delivery of volunteer orientation, volunteer registration, resource, and training programs (online and in person).

• Provide IT support for all area leaders’ meetings and other public meetings.

• Provide admin support /data entry/ editing duties for online volunteer management/registration system.

• Lead advancement projects to improve and maintain the database.

• Provide website support, email support and other miscellaneous data management and security related tasks.

• Support volunteer appreciation initiatives such as post-fest volunteer appreciation party, service awards, and off-season events.

• Consistently provide knowledgeable, empathetic services to volunteers via phone, email, walk in.

• Supervise various on-site appreciation initiatives; other duties as assigned.

Skills and Qualifications:

• Database experience is required.

• Experience working with volunteers or experience in customer service.

• Excellent interpersonal/people/communication skills; strong detail, organizational and administrative skills.

• Strong troubleshooting and conflict resolution skills.

• Interest in community engagement initiatives, specifically in relation to volunteer initiatives.

• Proficient with Microsoft Office – specifically Microsoft Word and Excel (and the equivalent Google web alternatives).

• Ability to work independently, as well as part of a team; ability to prioritize, multitask and meet deadlines in a busy environment.

Additional Qualifications Required:

Candidate eligibility for JCP is determined according to the following criteria:

1. An unemployed job seeker or those employed less than 20 hours per week.

2. A permanent resident living in Ontario who is legally authorized to work in Canada.

3. Meet at least 1 of the following criteria:

• Has an established Employment Insurance (EI) benefit period.

• Previously established an EI benefit period that has ended within the previous 60 months.

• Paid employee EI premiums (e.g. Box 18 on the T4) in at least 3 of the last 10 years while earnings have been at least $2000 in each of those years.

• Received the Employment Insurance Emergency Response benefit (CERB) within the previous 60 months.

NOTE: Persons currently enrolled in full-time academic studies are not eligible for consideration. Those who qualify to establish an Employment Insurance (EI) claim must do so prior to being considered for JCP participation.

Remuneration:

$688 (gross) per week paid biweekly by the Province of Ontario (average hourly rate: $21.50 based on 4 days/32 hours).

What’s Next?

Forward your resume and cover letter to jobs@ottawafestivals.ca. Please note, only selected candidates who meet the JCP eligibility criteria will be contacted for an interview. 

To learn more about the JCP program, please visit: https://www.ottawafestivals.ca/jobs/jcp-overview/. We are recruiting for a current vacancy in JCP but this process may also be used to fill future JCP opportunities over the next 6 months.