Events volunteer job description

Wednesday, October 5th, 2022

10 a.m. – 3 p.m.

Pre-Registration is Required

138-02 Queens Boulevard

Briarwood, NY 11435

Samaritan Daytop Village offers help to unhoused New Yorkers through partnerships with the New York City Department of Homeless Services and the U.S. Department of Housing and Urban Development.

Now, more than ever, our housing programs need your help with assisting newly arriving migrants in NYC, easing their transition, and helping them thrive! Seeking bilingual professionals for our sites in Brooklyn, Queens, & Manhattan.

Samaritan Daytop Village also provides case management that links clients to needed services and other supports in the community. Funding is provided through grants from the U.S. Department of Housing and Urban Development and the New York State Office of Alcoholism and Substance Abuse Services.

Available Job Openings

We encourage applicants from the community who are proactive team players.

• Program Director / Assistant Program Director
• Social Worker
• Service Coordinator
• Recreation Coordinator
• Job Coach / Employment Specialist
• Housing Specialists
• Case Managers Supervisor / Case Manager
  
• Substance Abuse Counselors
• Security
• Facility Manager / Coordinator
• Shift Supervisors-F-80 License Required
• Residential Aides
• Administrative Assistant
• Operations Coordinators (Maintenance Supervisor)
• Employment Specialists
  

Samaritan Daytop Village is an Equal Opportunity Employer and does not discriminate because of age, color, disability, ethnicity, marital or family status, national origin, gender, identity, race, religion, sex, sexual orientation, military veteran status, or any other characteristic protected by law. We are committed to attracting, retaining and maximizing the performance of a diverse and inclusive workforce.

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We are seeking an enthusiastic and highly organized Event/Volunteer Manager to produce events from conception through completion. The position will also institute and manage our volunteer program as well as be responsible for all community partnership engagement events and tabling. Our ideal candidate will be able to provide outstanding customer service and organize quality events that meet the intended goals and expectations both creatively and consistently. S/he/they must be able to work well within time limits to plan, resource, and oversee the events. Excellent people skills are a must as s/he/they will be working with volunteers, donors, clients, and leadership staff directly to identify their needs and ensure satisfaction. The abilities to multitask and prioritize are essential, as this role involves overseeing goals and strategies to execution as well as details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc. If you are organized, creative, and passionate about planning, we'd love to meet you!
Event/Volunteer Manager Duties and Responsibilities
* Ability to see the “big picture” and meet objectives in all stages of event planning, design, and production.
* Management of all project elements within time limits and on budget.
* Exceptional communication skills to liaise with clients, identify their needs, and ensure customer satisfaction.
* Able to conduct market research and gather information.
* Negotiating contracts.
* Providing clear, well-written periodic reports to stakeholders.
* Able to articulately propose ideas to improve services and event quality.
* Management and organizational skills needed to oversee facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc.
* Commitment to compliance with all insurance, legal, health, and safety obligations.
* People skills needed to staff events and coordinate their activities.
* Enthusiasm regarding collaborative work with marketing and PR departments to promote and publicize events.
* Proactive approach to handling issues and troubleshooting any emerging problems on the event day.
* Follow-through and willingness to conduct pre-and post-event evaluations, reporting on the outcomes.
* Research skills to identify event opportunities, understand the market, and generate interest.
* Organize, lead and staff all community partnership and engagement events, including branding set-up, tabling and teardown.
* Manage volunteer database, communications, and volunteer program.
* Organize and lead station tours.

Event Manager Requirements and Qualifications
* BS in Event Management or related field.
* Significant work experience as an events planner or organizer.
* Impressive references and portfolio of previously managed events (community events, meetings, parties, corporate events, etc.)
* Superb time management and communication skills, both verbal and written.
* Sales skills and an aptitude for building productive business relationships.
* Ability to oversee multiple projects independently.
* Proficient in MS Office.
* References from previous clients.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:
* 401(k)
* Dental insurance
* Health insurance
* Paid time off
* Vision insurance
Schedule:
* Monday to Friday

Ability to commute/relocate:
* Miami, FL 33132: Reliably commute or planning to relocate before starting work (Required)

Education:
* Bachelor's (Required)

Experience:
* Time management: 1 year (Required)
* Customer service: 1 year (Required)
* Event planning: 1 year (Required)
* Microsoft Office: 1 year (Required)

Work Location: Hybrid remote in Miami, FL 33132

Special Events and Public Program Events Management (55%)

• Manages a portfolio of annual fundraising events including but not limited to event logistics, vendor management, sponsor solicitation and stewardship, in-kind donations, volunteer engagement, participant registration, auction solicitation, attendance, and final reporting.
• Manages logistics, in collaboration with program staff, for public program events that further the mission of the organization.
• Guides the development team in the development of strategies for events that maximize engagement and impact.
• Recruits, trains, and oversees volunteers for one-time special and public program events.
• Manages, updates, and troubleshoots all internal events management platforms and sees that events are posted to all relevant community calendars/websites.
• Plans and manages internal events, including, but not limited to, team and committee meetings.

Volunteer Management (35%)

• In collaboration with program directors, annually develops a comprehensive volunteer engagement plan that creates meaningful opportunities for individual and group volunteers to contribute to and expand the mission impact of the organization.
• Develops and implements a volunteer engagement plan that includes but is not limited to recruitment, screening, placement, training, retention, record keeping, reporting, recognition, and includes outcomes measuring successful implementation.
• Ensures volunteers operate in compliance with all legal requirements and that all required trainings and documentation are appropriately recorded and easily accessible as needed.
• Schedules and supervises all civic and corporate partner group volunteer projects, sends timely acknowledgments, and ensures appropriate information is added to the donor database.
• Coordinates with the communications department to ensure volunteer information and opportunities for individuals and groups is appropriately included on the organizational website.
• Reports metrics on volunteer engagement as requested for grants and reports.

In-Kind Donation Management (5%)

• Regularly solicits input from program staff to update and maintain the in-kind donation wish list on the organizational website and works with the communications team to broadcast specific, in-kind donations needs.
• Fields inquiries for and ensures acceptance of in-kind donations in accordance with agency protocol.
• Appropriately records in-kind donation information in the donor database.
• Assists Operations Director in the training of customer services associates to ensure they are appropriately informed of and can effectively implement in-kind donation protocols.

ADDITIONAL DUTIES (5%)

• Attends required meetings.
• Provides and attends staff training and participates in agency committees.
• Pursues professional development
• Understands and adheres to all of YWCA Evanston/North Shore procedures and policies as well as YWCA Employee Handbook.
• Performs other duties as assigned by management.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Requirements:

MINIMUM QUALIFICATIONS

Education: High School Diploma or GED with strong professional communications skills.

Experience and/or Training:

• A minimum of two years successfully coordinating special events that range in scale from smaller intimate events to larger events engaging numerous volunteers for single-event opportunities
• Experienced in communicating professionally with stakeholders, donors and volunteers

Licenses/Certificates:

• Successful completion of Illinois 40-Hour Domestic Violence Certificate training within 6 months of starting employment
• Valid driver's license and proof of auto insurance
• YWCA requires that all employees be fully vaccinated for COVID-19 and submit proof of vaccination to Human Resources unless a request for a medical or religious accommodation is granted

Technology/Equipment: Working proficiency in Microsoft Office Suite

PREFERRED QUALIFICATIONS

Education: Bachelor's degree in writing, marketing, communications, or non-profit administration

Experience and/or Training:

• At least 4 years successfully coordinating special events that range in scale from smaller
• At least 2 years of experience coordinating individual and group volunteers in a nonprofit setting for both one-time and ongoing opportunities.
• At least 2 years of experience coordinating all aspects of large fundraising events.

Licenses/Certificates: Completed Illinois 40-Hour Domestic Violence Certificate Training

Technology/Equipment:

• Access to reliable, personal auto for business use
• Basic proficiency with QGiv, Salesforce or other online events management/registration/volunteer management systems

PHYSICAL AND MENTAL DEMANDS

Intermittent (less than 15%), Occasional (15-45%), Frequent (50-75%), and Continuous (over 75%).]

• Frequent nights and/or weekends required for events or meetings
• Frequent local and intermittent statewide travel required
• Tolerance of prolonged and continuous stationary periods at a desk/computer
• Occasionally required to stand, walk, climb stairs, reach with hands and arms, and reach above shoulders
• Occasionally required to push, pull, lift and/or move up to 10 pounds
• Must be able to move about the facility
• Must be able to operate controls for computers and other equipment

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

WORKING ENVIRONMENT

• Employee may be required to share office space or work in a cubicle in an open office floor plan
• Employee may be required to work from home
• Employee will frequently have meetings or work in other buildings
• Employee may be required to manage events outside in extreme heat or cold

The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position.

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