Volunteer Form

Administration Lead (one per venue)

Position Title: Administration Lead
Reports To: Administration Chair
Term: Spring 2020 - Summer 2021

The Administration Lead is responsible for the overall planning and operations of activities related to administration, Games time finance and office management at a designated venue for test events and Games-time.  For example, the Administration Lead for Welland International Flatwater Centre (where Niagara 2021 is hosting competition for triathlon, canoe/kayak and open water swimming) is responsible for supporting the administration of the Flatwater Centre Venue Team during the planning period.  During the Games the Administration Lead will be responsible for the office management needs of the Venue Operation Centre and Games-time financial management of spending at the venue. 

Interactions:

Administration Chair and Committee 

Venue Team (for their respective venue)

Niagara 2021 Staff -  Office / Administration Staff Liaison

Overview:

The Administration Lead is a part of two groups: the Administration Committee, made up of representatives from each venue, and a Venue Team. Every Venue Team is made up of volunteers that represent aspects of the Canada Summer Games (e.g. Sport, Transportation, Technology, Volunteer Services, Medical, Accessibility, Merchandise/Ticketing etc.). Led by the Venue Team Lead, the  Venue Team is responsible for the overall planning, coordination and operations of their venue during any test events and during the Niagara 2021 Canada Summer Games. 

The Administration Lead is responsible for supporting the Venue Lead administratively with items such as the completion and distribution of Team meeting agendas and meeting notes . During the Games, the Administration lead will be responsible for the office management for their respective Venue Operations Centre. 

Duties & Responsibilities:

Phase I – Initial Planning (16 months out)

  • Participate in one Administration Committee Meeting monthly
  • Work with the Administration Functional Area to identify where the Venue Team will need administration support and to plan the office management needs for the Venue Operation Centre at your respective venue

Phase II – Integrated Planning (1 year  out)

  • Participate in two monthly meetings: Venue Team Meeting and Administration Committee Meeting
  • Support the Venue Team lead with administration items such as the distribution of meeting agendas and meeting minutes
  • Collaborate with Venue Team Lead and all other Functional Areas to plan the Venue Operation Centre including what furniture, technology and office supplies will be needed for the space

Phase III – Implementation and Games Operations (4 months out to end of Games)

  • Participate in two monthly meetings: Venue Team Meeting and Administration Committee Meeting
  • Responsible for job-specific training, scheduling and supervision of Games Time Administration volunteers at respective venue. May assist in the venue-specific training for all volunteers at respective venue 
  • Work with Venues and Logistics department to finalize plans for and to set up the Venue Operation Centre for respective venue
  • During the Games, responsible for the office management of the Venue Operations Centre and venue team administration including monitoring phones, collecting and submitting reports, organizing briefings, managing the sign out and return of key pieces of equipment and administering Games-time petty cash

Skills & Knowledge:

  • Strong leadership skills: mentorship, public speaking, motivating and facilitating collaboration
  • Visionary with devotion to teamwork and strong relationship management abilities
  • Strong organizational and office administration skills 
  • Exceptional approach to problem-solving, getting to collaborative solutions and working through conflicting ideas
  • Excellent written and oral communication skills in English; ability to communicate in French is an asset
  • Ability to work effectively with  volunteers and ability to be a mentor in a team environment
  • Ability to make thoughtful, efficient, and effective decisions under potentially stressful situations/conditions
  • Works well under pressure and is proactive

Prerequisites:

  • Excellent planning and organizational skills 
  • Strong problem-solving skills 
  • Ability to work effectively with other team members and able to communicate clearly and concisely 
  • Ability to make quick, sound decisions under difficult or potentially stressful situations 

Time Commitment:

  • Ability to attend two meetings per month, with increasing frequency as we approach Games-time
  • Availability during test events at respective venue as applicable
  • Participation in Games-wide Forward Planning sessions (total of five days over 18 months)
  • During the Games, venues can operate long hours- sometimes up to 14 to 16 hours a day for the entire duration of the sport competition schedule. Availability during Games is required, including 1-2 days prior to sport competition starting for venue set-up

 

Please provide a number where you can be reached during the day.
Brief Overview of the Skills and Experience that I Can Bring to Niagara 2021 (max 200 words)
Is there anything else you would like to add to your application? (max 200 words)

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