Smithers Community Services Association (SCSA) is a non-profit organization that provides various programs, services, and support to enhance the quality of life for all members of the community. SCSA offers a range of services such as housing, homelessness prevention, family support, community learning, English language and multicultural services, transportation, and the Better Home program.
PROGRAM: Christmas Hamper Program
POSITION: Christmas Hamper Program Coordinator (Internal/External)
POSTING DATE: September 25, 2023
CLOSING DATE: October 13 (noon), 2023
EMPLOYMENT STYEL: Temporary full-time (November 2023-February 2024)
WORKING HOURS: 35 hours/week
LOCATION: Main office (102 3815 Railway Avenue, Smithers)
For over three decades, Christmas Hampers have brought joy to the residents of Smithers, Telkwa, and Witset. Each year, the SCSA Christmas Hampers initiative provides approximately 1000 people with food for a Christmas dinner, as well as a selection of canned and fresh foods.
In addition to this, we also distribute toys and books to all children aged 16 years and under. The scale of the Christmas Hampers is contingent upon the support we receive from our community in terms of volunteering, sponsoring families, and donating food, toys, and money.
The Christmas Hamper Program Coordinator is responsible for organizing all aspects of the Christmas Hamper Program; collecting goods, recruiting, and organizing volunteers, and ensuring the hampers are delivered on time.
Reports To: Executive Director
Direct Reports: None
- Recruit, train, and direct volunteers, ensuring all shifts are covered for the program.
- Maintain accurate records of volunteer information and their schedules,
Promotion of the Program & Community Engagement
- Update all program-related forms and information (applications, letters, registration lists, and website contents).
- Prepare and distribute program promotional materials through various channels including email, fax, presentations, social media, and the website.
- Maximize public awareness of the program both internally and externally.
- Represent and promote the program to the community and businesses in a professional manner.
- Assist the Executive Director in handling inquiries from the media and the public, performing necessary public relations duties.
Coordination of the Program
- Coordinate all inquiries and responses in a timely and respectful manner.
- Regularly update the SCSA admin team and arrange any necessary support during the season, in conjunction with the Witset Admin staff.
- Enter all contact data (volunteers, organizations, clients) into the system.
- Assist in securing a location for Christmas Hamper distribution.
- Arrange for the establishment of the depot, including phone service hookup, equipment setup, signage, and layout.
- Professionally receive and record all food, toy, and financial donations.
- Organize the collection, sorting, purchasing, and packing of all food and toy donations.
- Facilitate the delivery or pick up of all hampers and coordinate moving supplies and equipment into and out of this location.
- Write a report detailing areas for improvement and successful strategies.
- Maintain a tidy and organized depot.
- Work closely with the Finance Department and Executive Director on donation follow-ups, including cash donations made at the depot.
- Complete other related duties as required.
Education & Training
- Related post-secondary training and a minimum of two years’ experience in a similar position (volunteer coordination or program coordination) or a combination of relevant training and experience.
- Related training could include Volunteer Management Diploma, or Project Management Certificate.
Skills and Abilities
- Well-organized and able to work well with continuous interruptions and high pressure.
- Ability to work independently with little supervision, showing creativity and initiative, while also being able to blend in quickly with the SCSA Admin team.
- Possesses great compassion and sensitivity towards the clients of their program.
- Excellent written and verbal communication skills.
- Experience in project management or volunteer management.
- Proficiency in MS Excel or data management.
- Social media or marketing skills will be an asset.
- Demonstrated ability to interact positively with the SCSA board, staff, clients, and the public in person and over the telephone.
- In November, the hours are flexible and move to full-time in December, reducing again in January during the clean-up and reporting phase.
- Work requires a moderate level of physical effort and/or dexterity, e.g., using or moving medium-weight (5-10 kg.) equipment or materials, reaching overhead, bending/stooping, lifting, etc.
The team members at Smithers Community Services Association possess similar personal characteristics while at the same time are encouraged to bring their diverse thoughts, opinions, and styles to their work. We highly value our team members and support each person to be successful in their role. Individuals who possess the following qualities are the best fit in our organization.
- Grounded in a people-first approach, working diligently to achieve the goals and objectives of the clients and the organization
- Open, self-aware, and authentic with a desire to nurture this in others
- A strategic, critical thinker, accountable for your actions, modeling personal responsibility and initiative in your decision-making
- Flexible in your style, take pride in your work, and contribute with the whole team in mind
- Focused on genuine dialogue that is collaborative and straight-forward with an insatiable curiosity about the people and the community you serve
- Collaborative, proactive, and solution-focused in your approach, with the intent to find win/win solutions
- Believes and trusts in people’s abilities and desire to do a good job
- Cultivates contribution and collaboration across teams and departments
- Be familiar with and adhere to the philosophy, policies, and procedures of the Association.
- Always represent the Association positively and professionally.
- Understand and be committed to terms of confidentiality and sign a pledge of confidentiality.
- Undergo a Criminal Record Search as and when required by the Association
- Possess a valid Class 5 Driver’s License.
The Smithers Community Services Associations ensures equitable, objective hiring processes based on merit. Committed to diversity within our community and our staff, we welcome all applications, including those from visible minority members, Indigenous persons, persons with disabilities, persons of any sexual orientation or gender identity, and other individuals not listed here who may contribute to our inclusive practice and the further diversification of ideas.