Volunteer Services Assistant and Team Lead
The Canadian Museum for Human Rights (CMHR) is the first museum in the world solely dedicated to the evolution, celebration and future of human rights. It is the first national museum in Canada to be built outside the National Capital Region. Located in the heart of Canada in Winnipeg, Manitoba, the CMHR rises from the Prairie earth at The Forks, which has been a meeting place for over six thousand years.
The CMHR delivers an immersive, interactive and memorable experience for visitors of every background, age and ability. Each visitor has access to a fully reinvented museum experience that reflects a design approach that sets new Canadian and world standards for inclusion and universal accessibility.
We are seeking talented individuals who are motivated to share their passion and commitment to join our team. Together, we aim to enhance the public’s understanding of human rights, to promote respect for others, and to encourage reflection and dialogue.
Reporting to Volunteer Services Manager, the Volunteer Services Assistant and Team Lead will provide administrative support for all functions of the Volunteer Services.
Recruitment and Orientation
- Support the Volunteer Services Manager in all phases of recruitment by updating the website, posting vacancies, updating volunteer assignments, conducting basic pre-screen interviews, organizing and coordinating interviews, conducting background and reference checks, and inputting volunteer information on our volunteer management software.
- Respond to general inquiries (e.g., mail or phone) about volunteering at the Museum from the “Information” email inbox
- Set up new volunteer files, ensuring that all relevant paperwork is complete and that the general files are properly organized and archived
- Participate in new volunteer orientation by preparing the new volunteer kits, setting up volunteers in the physical filing system, and providing basic training to volunteers with respect to completing the required forms and documentation.
- Maintain the integrity of the personnel files. Includes filing personnel documents, ensuring that the general files are properly organized and archived.
- Prepare invoices for department expenses.
- Update VIS with employee/volunteer training and development information, and other related data
- Prepare a variety of reports including status reports pertaining to volunteers and/or human resources activities
- Assist with volunteer communications, including preparing volunteer announcements; and assisting the Manager, Volunteer Services in coordinating Volunteer Town Hall meetings (booking preparation meetings, booking space, sending staff communication, organizing hospitality and booking speakers as required)
- Assist in the planning, organizing and implementation of annual volunteer recognition event
- Assist with the daily scheduling and posting of volunteer rosters and hours
- Assist in the bi-weekly reconciliation of daily parking reimbursement and subsidized coffee reimbursement for volunteers
- Maintains the volunteer database as required.
- Assist in the planning and implementation of volunteer recognition initiatives
- Monitor supplies, equipment and dedicated space for volunteers on L2
- Special projects and other duties as assigned
Employee Training and Development
- Monitor, maintain and ensure volunteers are notified and scheduled for required training, tracked in the volunteer database. Schedule and confirm volunteers for training as required.
- Coordinate internal training events by booking room space, preparing sign in sheets, conducting room set up and tear down, and preparing handouts and other materials as requested.
- Assist in the confirmation of volunteer placements.
- Notify supervisors of volunteer cancelations or unfulfilled requests for volunteer support.
Support and Supervision
- Provide day-to-day, advice and guidance to volunteers
- Assist in the monitoring of breaks for volunteers ensuring that minimum number of volunteers are maintained at all times
- Communicate with volunteers to ensure understanding of the roles and responsibilities of their specific assignment.
- Provides relief coverage for volunteers as required
Skills and Qualifications – Required
- At least 2 years of administrative support experience in an office environment, and 2 years of college level course work in business, human resources, volunteer services or similar, or an equivalent combination of experience and education
- Excellent or strong working knowledge of computer systems and software applications Microsoft Office: Word, Excel and Outlook, internet, and data base applications
- Demonstrated ability to produce accurate, clear and concise communications (letters, e-mails, etc.)
- Attention to detail in composing, typing and proof-reading materials
- Experience preparing and processing invoices, purchase orders, expense claim forms and other routine financial records
- Demonstrated ability to provide superior service to customers (internal or external) in a timely and effective manner
- Demonstrated ability to handle confidential and sensitive information and documentation
- Demonstrated ability to manage multiple demands, establish priorities and meet deadlines
Skills and Qualifications – Desired
- Post-secondary education in Human Resources Management at the degree or diploma level or an equivalent combination of education and experience
- The ability to communicate in both official languages, oral and written, is a significant asset and is strongly preferred
- Previous experience using an HRIS, VIS and/or payroll or scheduling software system
- Previous experience in a human resources department or volunteer services department and/or recruitment and scheduling experience
- Knowledge of volunteer management and/or scheduling and/or payroll
- Superior attention to detail
- Excellent organization and time management skills
- Superior customer service aptitude
- Communicates in a manner that is professional, courteous, welcoming and pleasant
- Excellent team player: actively participates in team effectiveness; takes action that demonstrates consideration for others
- Takes initiative
- Ability to represent human resources in a professional manner
- Genuine interest and appreciation for volunteers and volunteerism
Official Language Proficiency:
- Bilingual (non-imperative), but BBC preferred: Written comprehension (intermediate), written expression (intermediate), oral proficiency (advanced)
Working Conditions and Physical Demands
- Work is in an office environment. May require long periods at a desk, reading lengthy documents, and time in front of a computer.
- Flexible work schedule.
- Some evening, weekend and statutory holiday work may be required.
Conditions of Employment
- Security Screening Level – Reliability Status
- Clean Child Abuse Registry Check
Interested applicants should submit a cover letter and résumé through CMHR’s Careers page at https://humanrights.ca/about/careers by January 14, 2018. The cover letter must provide concrete examples that illustrate how they meet the education and experience factors listed in the Qualifications – Required and Desired (if applicable). Résumés will be used as a secondary source to validate the education and experience described in the cover letter.
The Canadian Museum for Human Rights is committed to developing inclusive, barrier-free recruitment processes and work environment. Please advise the HR representative if accommodation measures must be taken to enable you to apply and be assessed in a fair and equitable manner.
All applicants will receive a confirmation of receipt of their application. We thank all applicants for their interest, however, only those selected for an interview will be contacted.
Intent / Result of process: An eligibility list of qualified candidates may be created as a result of this process. The list would have a retention schedule of six months.