Volunteer Engagement Coordinator

Volunteer Engagement Coordinator (10-Month Contract with potential for Extension)

About HIEC

The Halton Industry Education Council (HIEC) is an innovative not-for-profit social enterprise that focuses on partnership, mentorship, and workforce development in Ontario. With over 30 years of experience as an active, community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions.

Learn more at www.hiec.on.ca

Why Us?

At HIEC, our goal is to positively impact the career journeys of others — and that includes our own team! We foster a culture where people feel valued, respected, and inspired to bring their best ideas forward. You’ll join a team that encourages innovation, collaboration, and continuous learning in a workplace where you truly belong.

This role also offers:

• Competitive salary (we include the details!)
• Mental Health Supports (Calm App subscription)
• Professional Development and Career Growth Opportunities
• A workplace rooted in inclusion, creativity, and purpose

Position Description

The Volunteer Coordinator plays a key role in the success of the Ontario Career Lab (OCL) - an innovative, province-wide career exploration initiative led by HIEC that connects volunteer Career Coaches with Grade 9 and 10 students across Ontario.

In this role, you’ll be the driving force behind an exceptional volunteer experience - from recruitment to recognition. You’ll build meaningful relationships with volunteers, facilitate engaging orientation sessions, coordinate recognition events, and ensure volunteer systems and communications are running smoothly.

This is an exciting opportunity to be part of a program that helps students across Ontario explore future pathways, hear directly from industry professionals, and make more informed career decisions - while also celebrating the volunteers who make it all possible.

Learn more about Ontario Career Lab at www.ontariocareerlab.ca

Job Responsibilities and Key Accountabilities

• Collaborate with the Communications and Programs teams to develop and maintain volunteer communication materials (e.g. webpages, forms, and social media content); maintain and update volunteer resources (i.e. handbooks).
• Manage day-to-day communications with volunteer applicants and active volunteers using templates embedded within HubSpot and Event Hapily.
• Maintain accurate volunteer data and ensure integrity of records within HubSpot and related systems.
• Initiate volunteer police checks with Sterling BackCheck and manage documentation.
• Lead a team of remote screening volunteers to review and triage incoming applications and EOI (expression of interest) forms.
• Facilitate engaging online volunteer orientation sessions to clarify expectations, reinforce boundaries, and highlight success stories and case studies.
• Support recruitment of Career Coaches and program awareness by managing postings for the volunteer Career Coach role across volunteer centers and online platforms.
• Plan and coordinate volunteer recognition activities, including National Volunteer Week initiatives, in collaboration with Programs Team staff.
• Source and recommend appropriate recognition products and services that demonstrate volunteer appreciation and impact.
• Collect, analyze, and summarize volunteer feedback to inform process improvements and programming decisions.
• Synthesize program metrics, success stories, and student testimonials to showcase volunteer impact.
• Develop, document, and maintain volunteer engagement processes and workflows using project management tools (e.g. project calendars and Gantt charts).
• Collaborate with the Programs Team to evaluate the effectiveness of new volunteer stewardship initiatives.
• Manage and track a small budget to support volunteer recognition and engagement initiatives.
• Help create and establish volunteer feedback pathways.
• Attend Ontario Career Lab events.
• Support Programs Team and other staff in resolving concerns related to volunteer involvement.
• Complete various ad hoc tasks and volunteer-related initiatives as required.

Qualifications to Succeed:

• Post-Secondary education in Volunteer Management, Community Engagement, Human Resources or a related field (or equivalent combination of education and experience).
• Certification in Volunteer Management (CVA or equivalent) is an asset.
• 3-5 years of experience coordinating and stewarding volunteers, ideally in an educational, service, or not-for-profit environment.
• Strong understanding of volunteer motivation and engagement best practices, particularly working professionals.
• Familiarity with Ontario’s diverse geographies and demographics.
• Proven experience facilitating online training, discussions, or events.
• Excellent verbal and written communication skills.
• Proficiency in French is a strong asset.
• Experience in the education, career development, or workforce development sector is an asset.
• Flexibility to occasionally support evening or weekend volunteer events.

Key Competencies

• Highly proficient in Google Workspace tools and video-conferencing technology.
• Strong understanding of CRMS and volunteer data management; experience with HubSpot is an asset.
• Strong social media skills and working knowledge of Adobe, Canva, Google Suite, and LinkedIn
• Knowledge of volunteer screening techniques and relevant legislation, including the Accessibility for Ontarians with Disabilities Act (AODA).
• Exceptional attention to detail and organizational skills.
• Demonstrated ability to exercise sound judgement, maintain confidentiality, and navigate sensitive situations professionally.
• Strong interpersonal and project-management skills, with the ability to work collaboratively and diplomatically across teams.
• Ability to prioritize competing deadlines in a fast-paced environment.
• Demonstrated ability to work independently and with a high degree of efficiency and accuracy;
• Resourceful and able to proactively anticipate needs and provide solutions to deal with challenging situations effectively.
• Comfortable with ambiguity but focused on building and maintaining strong processes while always looking for ways to improve.
• Interest and ability to work in a smaller-sized, not-for-profit organization
• Contribute to creating a diverse, equitable, and inclusive workplace that promotes engagement and belonging.
• Strong interpersonal skills and the ability to build relationships.

Working Conditions

• Typical work schedule is Monday to Friday, with some requirements and flexibility to work additional hours, occasionally during evenings and weekends.
• This is a hybrid role that requires travel to our office, Ontario Career Lab sessions, and off-site events as needed.
• A Vulnerable Sector Screening (VSS) check will be required.
• Valid driver’s license and access to a vehicle is preferred.

We thank everyone who submits an application for their interest! This job opening represents an active vacancy. Although our team is mighty, it's still small; only successful applicants will be contacted. To ensure that each candidate's journey is consistent and that it is a fair and equitable hiring process, we will not respond to any personal messages regarding this role.

Target Hire Range: $55,646 - $63,000

Salary Grade 3: $55,646 - $68,630

Actual compensation for an individual may vary depending on skills, performance over time, qualifications, experience, and location.

HIEC is committed to equity and creating a respectful and inclusive workplace culture that reflects the broad diversity of communities we work with. This includes people who identify as immigrants, refugees, women, Indigenous, Black, LGBTQ2S+ people of colour, and people with disabilities. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada. Please contact Human Resources at [email protected] for any accommodations or questions relating to our accommodation process.