Job opportunity : Office Manager and Volunteer Coordinator

Job Hours: Average 40 Hours/week.  May at times be required to work evenings and weekends.  

Location: Office located on Highfield Street, with some outdoor and community work. 

The Petitcodiac Watershed Alliance (PWA) is a registered environmental charity that restores and protects the ecological services of the water systems that flow into the Shepody Bay through science-based research, action, and public outreach. Currently celebrating our 25th year of incorporation, we have a strong history of impact in the region and are looking forward with renewed energy toward our next chapters as an organization. For more information about the Petitcodiac Watershed Alliance, please visit our website. 

We are seeking a highly organized, enthusiastic individual to join our team as an Office Manager & Volunteer Coordinator. This position will be at the heart of our organization. It will be focusing on building meaningful connections with volunteers and inspiring them, along with project staff, to actively participate in our work This dual role will also be instrumental in supporting the day-to-day operations of our organization.  The ideal candidate will have excellent administrative skills, good problem solving and critical thinking skills, strong attention to detail, exceptional people skills, and a positive attitude. 

Skills & Experience Required: 

• Previous experience in administrative support, volunteer management, or nonprofit work preferred.  
• Creative problem-solving and critical thinking skills.  
• Excellent organizational skills with the ability to manage time effectively, including being able to respond to sudden changes in priorities.  
• Exceptional interpersonal and communication skills, with the ability to connect with people from diverse backgrounds. 
• Familiarity with project budgets and record keeping as it relates to supporting organizational budgets.  
• Proficiency in Microsoft Office Suite and database management.  
• Ability to communicate in both official languages is a strong asset. 

1. General Administrative duties

• Handle incoming and outgoing communications and correspondence, ensuring timely and professional communication  
• Create and manage schedule of organization’s legal requirements as a charitable not-for-profit organization, and funder compliance requirements, and ensure timely submission  
• Maintain inventory of outreach materials, lab and general office supplies  
• Ensure office equipment is in good repair, coordinate maintenance  
• Coordinate with landlord on office maintenance, parking, etc.  
• Assist the PWA team in all manner of daily administrative tasks  
• General orientation of new staff to the building, key processes, as directed by the ED 
• Coordinate with bookkeeper to track project expenses 
• Take a leading role in the preparation of financial claims 

2. Volunteer Coordinator  Program

• Develop and implement strategies to recruit, train, and retain volunteers.  
• Act as the main point of contact for volunteers, providing support and guidance as needed.  
• Coordinate volunteer schedules and assignments for various projects and events.  
• Organize volunteer orientations, workshops, and appreciation events.  
• Regularly assess volunteer program effectiveness and make recommendations for improvement.  
• Communicate effectively with volunteers, providing clear instructions, updates, and appreciation for their contributions.  
• Assist with the planning, promotion, and execution of educational and community events. Coordinate logistics, such as venue booking, catering, and equipment rentals.
   

3. Communications and Collaboration
   

• Work within the communication strategy to coordinate the timely creation and delivery of outreach materials, up to date website, bilingual booklets, posters, brochures, social media graphics, educational resources, project signage 
• Maintain up to date and accurate PWA contact lists, and coordinate regular email newsletters to supporters (from provided materials). 

Benefits: 

• $22-26/hour commensurate with experience. 
• Health insurance benefits package. 
• Professional development opportunities. 
• Meaningful work contributing to environmental conservation efforts. 
• Positive and supportive work environment with a passionate team. 

Application Instructions: Please submit a resume and cover letter outlining your qualifications and interest in the position to opportunity@petitcodiacwatershed.org. Deadline for applications is the 21st of May, however candidates are encouraged to apply as soon as possible and may be interviewed before the deadline. 

We thank all applicants for their interest, but only those selected for an interview will be contacted. 

Don’t meet every single requirement? Studies have shown that women, racialized, or marginalized individuals are less likely to apply to jobs unless they meet every single qualification. At the Petitcodiac Watershed Alliance we strive to build a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.