Participant Services Coordinator

The Blue Nose Marathon began with a dream - that Halifax, Nova Scotia should have its own annual marathon. Realizing that there were many races around the world, we came up with a unique idea. Our marathon would be part of a weekend of events promoting and celebrating healthy living and active lifestyles. As well, we would encourage everyone in our community and beyond to get involved as a volunteer, sponsor, spectator, or participant, be it as a runner, walker, or Nordic walker.

Now more than 20 years later, the Blue Nose Marathon continues to be the signature event of the organization occurring on Victoria weekend each year. In addition to Blue Nose Marathon, we also own and operate four additional running and walking events across Nova Scotia, including the Valley Harvest Marathon, Not Since Moses, The Night Owl 5KM and Beat Beethoven.

The Participant Services Coordinator position is a support position within the organization. As a key team member, you will help deliver an extraordinary experience for all stakeholders; the philosophy which Blue Nose was built on and still fully embraces. In addition, you will continuously look for ways to improve on the experience of all involved, ensuring that events of the organization stand out as premiere events.

The Participant Services Coordinator is responsible for:

• Registration of all events
• Charity Challenge Program
• Administration that supports the participant experience for the organization

This position reports to the Director of Development.

Roles and Responsibilities:

With a focus on providing an extraordinary experience you oversee the following areas:

Registration:

• Manage the registration needs of the organization
• Ensure proper functioning of software and report any problems to registration system company
• Respond to inquiries as it relates to participant registration
• Create work instructions for registration and update as needed
• Manage and document registration for:
  • 'No Sweat' policy
  • Sponsor activations
  • Promotional/complimentary registrations
  • Transfers
  • Refunds and miscellaneous requests

Giv'er Charity Challenge:

• Responsible for overall growth and success of the Giv'er Charity Challenge
• Retain and recruit charity participants
• Maintain contact with all official charities with regular status meetings/correspondence, to ensure full engagement in the recruiting and donations process
• Manage the Giv'er Charity Challenge Program registration needs. Liaise with registration company to ensure needs are met and oversee program from all events that have a charity component
• Support charities in registration process and ensure proper functioning of software and report any problems to registration system company
• Support fundraising efforts with charity partners and Organization
• Work with charities developing content to share on Blue Nose Marathon website, community report and social media
• Organize and host a Charity Challenge Kick Off event

Administrative:

• Ensure timely and professional response to email, phone and mail communication
• Oversee post-race inquiries, lost and found, age category awards, etc.
• Order supplies and maintain inventory in office and warehouse
• Support the Executive Director with monthly finances and reporting
• Support the Executive Director with Board meetings and AGM: distribute documentation, manage logistics and RSVPs
• Support Volunteer, Sponsorship and Development positions: securing venues, ordering food, and managing guest lists.
• Additional administrative tasks as they arise

Other:

• Support the brand and brand positioning of Blue Nose Marathon
• Store all files on the designated file sharing program Blue Nose has chosen
• Support the entire team as required in various areas

Budget Management:

• Adhere to financial guidelines and procedures set by the Organization
• Submit invoices as received and complete expense reports monthly (when necessary)

The Details:

Start date: January 2025

• This position is office based in the Dartmouth, Nova Scotia, Canada
• Office hours are generally Monday to Friday 9:00 to 4:30
• Longer hours during race week(s) are non-negotiable, and some weekend/evening hours are required to accommodate events and participant experience
• 35 hours/week, salaried, full-time employment
• Applicants with passion and enthusiasm for community and running prioritized but not a prerequisite
• Valid Class 5 Drivers License required and preferably own vehicle
• Compensation Package includes:
  • Salary range $38,000-$45,000 annually, based on work experience and/ or education
  • Health benefits after 3-month probation period
  • Professional development opportunities
  • 3 weeks vacation
  • Matching RRSP

Qualifications:

• Excellent project and time management skills, logical thinker
• Must be able to communicate effectively via email, phone and in person
• Ability to work with limited supervision
• Self-starter with multi-tasking capabilities
• Professional appearance, with the ability to represent Blue Nose at industry events
• Reliable and dependable with high energy level
• Previous event organization and volunteer experience considered a strong asset

How to apply:

Please submit cover letter outling why you are the best candidate for the position along with resume. Please merge your cover letter and resume into one pdf or word file by 5 PM on November 19.