Part-Time Volunteer Coordinator

The Part-Time Volunteer Coordinator is a key position within the Art Gallery of Mississauga (located inside the Mississauga Civic Centre at 300 City Centre Drive), responsible for overseeing volunteers to ensure a welcoming and visitor-focused environment. The role focuses on creating a welcoming environment, leading the Volunteer and Ambassador Program, supporting event coordination, and assisting with administrative tasks.

KEY RESPONSIBILITIES:

Volunteer Recruitment and Onboarding:
• Actively recruit new volunteers as needed, ensuring diversity and alignment with the gallery’s mandate.
• Oversee the onboarding process, including completing necessary paperwork, conducting orientation/training sessions, and familiarizing volunteers with gallery procedures and culture.

Volunteer Scheduling & Management:
• Coordinate volunteer schedules for exhibitions, events, and day-to-day gallery operations, ensuring sufficient coverage and a balanced distribution of shifts.
• Provide ongoing support to volunteers, serving as the primary point of contact for any inquiries, scheduling conflicts, or issues that may arise.
• Be present during special events (i.e. Opening Receptions, Artist Talks, etc.) to provide assistance, troubleshoot issues, and serve as a direct liaison between volunteers and gallery staff.

Volunteer Communications & Newsletter:
• Write, design, and distribute the monthly volunteer newsletter, keeping volunteers informed about upcoming events, exhibitions, opportunities, and gallery news.
• Develop and maintain communication strategies that keep volunteers engaged, motivated, and informed about their roles and the gallery’s activities.
• Ensure volunteer communications are clear, engaging, and aligned with the gallery’s brand and mission.
• Foster a sense of community among volunteers through timely updates and recognition in the newsletter.

Training & Development:
• Working with the Curatorial Team, develop and implement resource materials to ensure volunteers are knowledgeable about the gallery’s current exhibitions.
• Provide ongoing guidance, mentorship, and feedback to help volunteers grow and thrive in their roles.

Recognition & Retention:
• Develop and implement volunteer recognition initiatives to celebrate contributions and ensure volunteers feel valued and engaged.
• Gather feedback from volunteers to assess satisfaction and identify areas for improvement in the volunteer program.

Administrative Support:
• Maintain an accurate volunteer database, tracking hours worked, event participation, and other relevant data.
• Complete and verify any necessary paperwork regarding high school/post-secondary volunteer hours, as required.
• Assist with reporting on volunteer activities and contributions to the Executive Director and other key staff.

SKILLS & EXPERIENCE:
Experience:
• Experience in volunteer management, event coordination, or customer service in a cultural or nonprofit setting is preferred.

Skills:
• Strong organizational and multitasking skills.
• Excellent communication, interpersonal, and customer service abilities.
• Ability to work independently and as part of a collaborative team.
• Comfortable with administrative tasks, event coordination, and database management.
• Knowledge of Keela, or other CRM
• Comfortable working in a PC environment (MS-Word, Excel, Teams, Outlook, etc.)

Attributes:
• A passion for the arts and a strong commitment to the gallery’s mission.
• Leadership qualities that inspire and empower volunteers.
• Ability to problem-solve and address issues in a professional and efficient manner.

POSITION DETAILS:
• Part-time position, 10 hours per week, $20/hour. Mandatory Thursday shift 2-8 pm, with 4 administrative/event hours per week.

This position is designed to ensure that our volunteer program operates smoothly and effectively, helping to create a welcoming, positive experience for our volunteers and supporting the gallery’s mission. The Volunteer Coordinator will play a key role in maintaining a productive and enthusiastic team of volunteers who are essential to the success of the Art Gallery of Mississauga.

The AGM encourages applications from candidates who reflect the diversity of the Gallery’s and Mississauga’s communities.

Please email a cover letter and resume in a single PDF to: Abbey Humphreys-Morris, [email protected], Please ensure the subject line is “Volunteer Coordinator” as the subject of your e-mail.

Application Deadline: Sunday December 8, 2024 at 11:59 pm.
Tentative Start Date: January 2025

Due to the high volume of applications, only those applicants selected for an interview will receive a response.