Volunteer Form

Volunteer Services Lead (one per venue)

The Volunteer Services Lead is responsible for overall planning and operations related to volunteer requirements at the designated venue for test events and Games-time. For example, the Volunteer Services Lead for Royal Henley Rowing Course (where Niagara 2021 is hosting rowing competition) is responsible for planning all volunteer requirements and services at that venue. During Games-time the Volunteer Services Lead leads the team that checks volunteers in, responds to scheduling changes and is responsible for the welfare of volunteers.

Interactions:

  • Volunteer Services Chair and Committee

  • Venue Team (for their respective venue)

  • Niagara 2021 Staff - Volunteer Coordinators, Specialist- Volunteers and Manager- Human Resources

Overview:

The Volunteer Lead is a part of two groups: the Volunteer Services Committee, made up of Volunteer Services 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.). Lead 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 Volunteer Services Lead works closely with all venue team members to adequately plan and implement volunteer resources within each venue.

Duties & Responsibilities:

Phase I – Initial Planning (20 months out)

  • Participate in two monthly meetings: Venue Team Meeting and Volunteer Services Committee Meeting

  • Work with other members of the Venue Team to help identify venue volunteer needs, including numbers, positions, and shifts at their respective venue including Volunteer Services requirements (as determined by the Volunteer Services Committee)

  • Assist in identifying volunteer: lounge space, roles and numbers, schedule, and feeding at the designated venue

  • Ongoing communication with Volunteer Services Team

  • Support volunteer recruitment efforts

Phase II – Integrated Planning (1 year out)

  • Participate in two monthly meetings: Venue Team Meeting and Volunteer Services Committee Meeting

  • Monitor the venue’s assigned volunteers to ensure that all volunteers are properly registered in the volunteer database (i.e. filled out online application and completed any required checks for their position in a timely manner)

  • Ongoing communication with Volunteer Services Team

  • Support volunteer recruitment efforts

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

  • Participate in two monthly meetings: Venue Team Meeting and Volunteer Services Committee Meeting

  • Implement volunteer planning refinements (lounge space, roles, numbers, shift schedule, feeding)

  • Assist Venue Team Lead with onsite orientation

  • Support volunteers with changes/replacements of accreditation badges

  • Facilitate role deployment/re-deployment between functional areas

  • Resolve and track volunteer issues (conflicts, injuries, behaviour, no shows, etc.)

  • Facilitate pre/post daily meetings with focus on satisfying volunteer requirements

  • Oversee volunteer check-in and check-out during Games-time

  • Coordinate scheduling and supervision of volunteers during Games-time using daily roster

Skills & Knowledge:

  • Strong leadership skills: mentorship, public speaking, motivating and facilitating collaboration

  • Visionary with devotion to teamwork and strong relationship management abilities

  • Strong organizational 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 lead volunteers effectively

  • Ability to make thoughtful, efficient, and effective decisions under potentially stressful situations/conditions

  • Works well under pressure and is proactive

  • Comfortable with technology and quickly adapt to Games Management System

Prerequisites:

  • Proven people management expertise

  • Experience in recruiting volunteers and volunteer management in general

  • Experience delivering events, competitions is an asset

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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