Volunteer Coordinator


Coastal Jazz and Blues Society


Oct. 31, 2017

Organization Description: 

Founded in 1985 and incorporated in 1986 as a community-based, not-for-profit, charitable arts organization located in Vancouver, British Columbia, the Coastal Jazz and Blues Society, ranks as BC’s largest non-profit music presenter, producing the annual TD Vancouver International Jazz Festival, the Bright Moments Series, and year-round concerts. Along with music presentation, the Society also has a long-standing commitment to music education.
Our mission is to increase the appreciation of the music, and to strengthen the arts community by developing special projects, artistic exchanges, partnerships, educational initiatives, community programs, and collaborations that further the art form. Our vision encompasses a wide spectrum of jazz, blues, world, creative, and improvised music, including evolving forms of jazz and the technologies and media that influence jazz as an art form.



Job Description: 

A Volunteer Coordinator to manage the volunteers of the TD Vancouver International Jazz Festival in June and for the Society’s year-round shows and special events (September – March). 

Seasonal contract position November 2017 – July 2018
Flexible part-time November 2017 (orientation, training & systems development) to April 2018,
full-time May & June, and part-time in July


  • Assessing existing volunteer program policies, practices and procedures, and developing and refining volunteer management systems
  • Promoting the volunteer program, recruiting new volunteers and facilitating returning volunteers 
  • Managing junior staff, including the Assistant Volunteer Coordinator during their May – July contract
  • Ensuring and maintaining a safe and welcoming environment for volunteers
  • Managing & maintaining the volunteer database, including volunteer records containing contact info, availability, skills, special needs 
  • Using the database to contact & organize volunteers and record their volunteer commitment
  • Creating and updating volunteer job descriptions
  • Creating the master volunteer shift schedule, distributing sections to the appropriate department heads for approval, and finalizing it for use in scheduling
  • Recruiting, training and coordinating the Crew Schedulers 
  • Coordinating the volunteer orientation meetings including: developing effective strategies for increased attendance and participation, in collaboration with department heads: developing Festival volunteer orientation materials including crew-specific training materials, scheduling the meetings and overseeing development of agenda for each meeting, attending and participating in meetings for each crew.
  • Communicating with all volunteers in a clear, responsive and timely way
  • Communicating information effectively to staff and volunteers via email, website, flyers, telephone, Festival volunteer hotline, etc
  • Setting and keeping a schedule of hours in the Coastal Jazz office to be available for Volunteers to talk with in person or over the phone 
  • Coordinating the production of all Festival volunteer packages, including generating envelopes and schedules, creating volunteer party invitations and info slips, gathering T-shirts and other materials
  • Distributing schedules – completed and in progress – to department heads in advance of event and shift starts
  • Overseeing the operations of the volunteer package pickup centre and crew
  • Coordinating reminder emails to all volunteers prior to the day of each of their shifts
  • Scheduling replacement volunteers when shift cancellations occur during the Festival and communicating shift cancellation and replacements to key stakeholders
  • Monitoring volunteer performance via requiring completed reviews and assessments from department heads, and adding the info to the volunteer database records
  • Coordinating and executing volunteer / Festival wrap party
  • Recognizing and stewarding volunteers for their contributions
  • Attending Festival staff meetings and Festival post-mortem event
  • Providing a comprehensive written report and statistics on volunteer commitment on deadline


To ensure your consideration for this critical role you will possess knowledge of volunteer best practices and tools and at least 2 years experience in a Volunteer Management role. An organized individual with exceptional attention to detail, you will have proven time management skills, and the ability to prioritize multiple tasks. You have a well-rounded personality with impressive interpersonal, verbal and written communication skills.

  • At least 2 years of experience in volunteer management 
  • Excellent communication and interpersonal skills 
  • Strong computer skills. Knowledge of MS Office Suite and Google Docs required, FileMaker Pro, Salesforce or equivalent databases preferred. Familiarity with volunteer management software a plus
  • Able to work under pressure and to meet deadlines
  • Strong time management skills
  • Availability to work flexible hours when needed to meet deadlines
  • Appreciation of diversity
  • Willing to respect & honour current Coastal Jazz volunteer relationships

How to Apply: 

Please send an email, subject line: Volunteer Coordinator Posting, with a cover letter and resume attached, to the attention of Jen Thomas, Director of Administration, at careers@coastaljazz.ca



Contact Name: Jen Thomas
Contact Email: careers@coastaljazz.ca
Contact Phone: (604) 872-5200

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