OPPORTUNITY TYPE: Fixed Term, Contract
REPORTS TO: Festival Volunteer Manager
APPLICATION DEADLINE: January 6, 2025
JOB DESCRIPTION
The Festival Volunteer Coordinator is essential to the successful planning and execution of the 2025 Hot Docs Festival. This position supports the Festival Volunteer Office with the recruitment, orientation, training, scheduling, and management of Festival volunteers. During the Festival, the Coordinator supports the Festival Volunteer Office in all areas of administration of Hot Docs’ 500-plus volunteer cohort, including registration, recognition, relationship management, and the day-to-day operations of the Festival Volunteer Office. The ideal candidate will be an involved member of a creative, process-driven, and supportive team that values contribution and individuality, measures success through the empowerment of others, and balances hard work with joy and a sense of community.
This position will provide the opportunity to develop volunteer, event management, interpersonal, and administrative skills, liaise with every department across the organization, and gain experience using customer relationship management (CRM) software and project management software.
KEY RESPONSIBILITIES
Volunteer Administration:
- Contribute to outreach efforts to achieve recruitment and retention goals through a variety of internal and external channels;
- Support the execution of the Festival Volunteer critical path through the Asana project management tool, implementing regular updates to timelines and records;
- Oversee a specific portfolio of volunteer positions, ensuring volunteers are adequately trained, supported, and engaged;
- Coordinate in-person and online orientation and training sessions with active participation and, ensuring materials are accurate, accessible, and engaging;
- Participate in weekly departmental meetings offering creative solutions, identifying opportunities for improvement, and fostering a collaborative work environment;
- Provide Hot Docs Staff with training and resources to support the successful management of volunteers in a variety of roles with various departments;
- Ensure all volunteer shifts are full for the duration of the Festival, manage cancellations or no shows via telephone, and process cancellations in a timely manner;
- Liaise with Festival venues, including in-person visits, to assess needs and provide insight to staff and volunteers in the successful execution of their responsibilities;
- Assist with the set-up and day-to-day operations of the Festival Volunteer Office;
- Assist with planning and execution of volunteer appreciation events;
- Complete a post-mortem detailing successes, challenges, and suggestions for the Festival Volunteer Office.
Database Administration:
- Support the maintenance and implement best practices for proper use of the Salesforce CRM as the primary tool for volunteer communications, administration, and record-keeping, prioritizing efficiency, consistency, and accuracy;
- Construct, review, and publish Festival volunteer shifts in the CRM;
- Monitor shift statuses, feedback and Captain reports, and communications to resolve user challenges, troubleshoot, and report on learnings and recommendations.
Communications:
- Create and schedule Festival internal and volunteer communications before and during the Festival;
- Assist in creating, sourcing, and maintaining an engaging social media presence for Hot Docs Volunteers;
- Participate in the timely, professional, and personable response to volunteer inquiries in-person, via email, and by phone;
- Work to improve volunteer relations through appropriate communication and interpersonal skills;
- Act as an advocate for volunteer needs, working to communicate and resolve challenges through the Festival Volunteer Office.
Additional Responsibilities:
- In-person presence during the Festival and at other key times;
- Flexible approach to workplace location and hours (including occasional evenings and weekends) contingent on the operating needs of the organization;
- Perform other duties and assist with special projects as assigned.
QUALIFICATIONS
- Minimum 3 years of experience in volunteer coordination, festival/event management, or a similar role involving large-scale operational planning;
- Extensive knowledge of trends and best practices in volunteer retention, recognition, and appreciation. and the volunteer life cycle;
- Knowledge of and experience with festival operations, film screenings, events, and conferences including ticket scanning, ushering, rush lines, and operating in multiple venues;
- Proven track record in managing teams, including hiring, training, and performance oversight;
- Proficiency with MS Office Suite, Asana, Canva, and social media platforms is required;
- Experience in database administration in Salesforce and/or Volunteer Management Systems is preferred;
- Demonstrated commitment to EDI principles, including integrating accessibility and inclusivity into processes and communications;
- Understanding of and familiarity with Toronto’s volunteer, non-profit, and arts and culture communities;
- Extensive experience in customer service and public-facing roles and possessing a well-developed interpersonal, conflict management, and de-escalation toolkit;
- Exceptional written and oral communication skills, including strength in public speaking and copywriting;
- Outstanding ability to effectively oversee large groups, forge and maintain strong relationships, and create open lines of communication and workflow between various stakeholders;
- Strength in administration including budgeting, filing, and excellent attention to detail;
- Ability to manage a team independently in a hybrid work model while collaborating with other department heads;
- Strong organizational skills with the ability to manage multiple deadlines, budgets, and deliverables simultaneously;
- Adaptable to a flexible work schedule that includes evenings and weekends, in-person, and remote work.
APPLICATION
Please forward a cover letter and resume to: Giulia Mandel
Email: [email protected]
Subject Line: Hiring Committee – Festival Volunteer Coordinator
Deadline: January 6, 2025
No phone calls, please.
EQUITY STATEMENT
Hot Docs is a forum to share stories and perspectives on the people, issues and events that shape our world, and we encourage respectful discussion and debate to foster greater understanding and empathy.
An integral component of this is Hot Docs’ commitment to fostering an organizational culture that brings together people with different races, identities, abilities, experiences and skills. Hot Docs is committed to reflecting the diverse communities we serve in the stories we present and also in our workforce. We encourage applications from diverse communities and welcomes applicants who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion.
ACCOMMODATION STATEMENT
Hot Docs encourages applications from qualified candidates and will accommodate applicants’ needs throughout all stages of the recruitment and selection process. Please advise the Hiring Manager to ensure your accessibility needs are accommodated throughout this process. Information received relating to the accommodation will be addressed confidentially.