Providence Farm is seeking to fill the position of Community Relations and Events Coordinator.

Providence Farm is a registered charity and therapeutic community operating creative and innovative programs for adults with mental health issues, brain injuries and physical and emotional challenges.

Position: Community Relations Coordinator

The Organization:

Providence Farm is a therapeutic farm nestled at the base of Mount Tzouhalem in the Cowichan Valley on Vancouver Island, British Columbia. Since 1979, the Vancouver Island Providence Community Association, a registered charity and non-profit society, has been operating creative and innovative programs at the Farm for adults in the Valley with mental health issues, brain injuries and physical and emotional challenges.

Mission Statement:

Trusting in Providence, and building upon the faith-centered heritage of our founding members, we are committed to serving needs and fostering talents of people in the Cowichan Valley, especially of those not easily accepted elsewhere, through our therapeutic community at Providence Farm. Our focus shall be upon the renewal of body and spirit, and upon people caring for the soil, and the soil nurturing the people.

Purpose of Position:

Reporting to the Manager, Fund Development, the Community Relations Coordinator facilitates and manages Farm rentals/bookings/tours, coordinates Farm program and event volunteers, manages the Farm’s marketing budget/plan, and maintains the Farm’s social media.

Education, Skills & Abilities:

A combination of education and experience in the following areas is required:

Excellent administrative and organizational skills
Excellent information technology skills
Excellent communication, customer service, and interpersonal skills
Ability to work independently and be a self-starter
Ability to take responsibility and solve problems
Demonstrated experience in budgeting
Ability and interest in seeking new opportunities, identify gaps, and actively contribute to the Farm’s growth and community connection

In addition, we are looking for:

Ability to foster positive relationships
Flexibility and a spirit of teamwork and cooperation
Proficient time management skills
Ability to model a healthy lifestyle
A warm and empathetic presence

A Criminal Record Check processed through the Ministry of Public Safety is required for this position.

Duties and Responsibilities:

1. Volunteer coordination

– Respond to volunteer inquiries; organize and assist in volunteer orientation sessions.
– Provide staff with appropriate information (e.g. areas of interest, strengths, restrictions) of all new volunteers prior to their start date.
– Confidentially maintain volunteer records including applications, first aid certification records and references.
– Retain and file copies of all reports and references provided to volunteers.
– Maintain up-to-date volunteer job descriptions; post them on the Farm website as well as the Volunteer Cowichan website.
– Seek out and develop new places for volunteer recruitment.
– Follow up with volunteers to ensure the satisfaction and appropriateness of their time at the Farm.
– Recruit and train volunteers to assist with orientation, information sessions, etc.
– Develop ways to recognize and thank volunteers.
– Support committees in the organization of volunteer appreciation events.
– Assist in the organization and preparation of volunteers for fundraising events, volunteer booths and community presentations as required.
– Work with other Farm staff to schedule volunteers as required.
– Connect with Farm staff regularly to determine volunteer needs.

2. Bookings and rentals

– Manage tour, rental and events bookings (and changes to bookings) from initial contact through to final payment, ensuring excellent service is provided to customers.
– Maintain an ongoing calendar and database of bookings and rentals.
– Correspond with various customers as required.
– Liaise with Farm finance staff to ensure accurate and timely invoicing.
– Liaise with Farm site maintenance staff to ensure that all areas that are being rented are kept clean, tidy and visually attractive and welcoming at all times.
– Provide on the day hosting and troubleshooting for events as required, including welcoming and promoting the Farm’s purpose and mission.
– Proactively ensure all members and visitors have the information, resources and support they require to make safe, comfortable and effective use of Farm space.
– Maintain a reasonable cost and service level for bookings in line with other facilities of similar size.
– Ensure bookings do not conflict with program activities and adjust the booking schedules accordingly.
– Communicate upcoming bookings that will affect programs to staff at weekly staff meetings.
– Ensure efficient and logical bookings procedures are maintained and followed such that reception staff can independently handle on-going and long-standing bookings.

3. Administration

– Attend weekly staff meetings.
– Assist with other administrative duties as required.

4. Public relations

– Be a welcoming presence at all times.
– Encourage visitors to the Farm.
– Be available to give tours of the Farm to groups and individuals, as needed.
– Provide information regarding Providence Farm when requested.

5. Marketing

– Update and promote Providence Farm events via Facebook, community calendars and different promotional websites.
– Provide information to local media regarding Providence Farm events.
– Solicit promotions as appropriate.
– Assist with the development of marketing materials.
– Produce and distribute monthly e-newsletter

Hours of work:

The hours for this position total approximately 20 per week from November 1 to April 30, and 30 hours per week from May 1 to October 31

Schedule is flexible but needs to be coordinated with the demands of customers/events/bookings
While the work is typically carried out during the week, weekend work may be required. This is a one year maternity leave position, with the possibility of continued employment.

Compensation: $16.00-$18.00 per hour.
Start date: April 1, 2015

Job posting deadline:

To be considered for this position, please submit your resume and covering letter to:
jobs@providence.bc.ca
by midnight on Friday, March 20, 2015,

or mail/deliver it to:
Providence Farm, 1843 Tzouhalem Road, Duncan.