Position Description

Kerr Street Mission (KSM) is a Christian charity dedicated to helping the community of Oakville care for low-income and at-risk families and youth, by coming alongside families in distress and helping them get to a healthier, more sustainable situation and by developing youth so they do not end up in poverty. KSM facilitates the communities’ response to the needs of families and individuals in distress and creates opportunity for God’s love and compassion to be shared in practical and tangible ways. KSM serves low-income and at-risk families and their children. Our faith in Jesus Christ, and the love and compassion we have received from Him motivates us to have love and compassion for others. We believe every person is created in the image of God and is loved and valued by Him. We serve people of all faiths without discriminating, proselytizing or condition.

Position Title: Volunteer Administrator

Position Summary: The Volunteer Administrator plays a key role in supporting the daily operations of Kerr Street Mission’s volunteer program. Working closely with the Volunteer Coordinator, this position provides comprehensive administrative and logistical support to ensure an exceptional experience for both individual and group volunteers. The Volunteer Administrator manages scheduling, recordkeeping, communications, and data systems, helping to maintain the efficiency, organization, and engagement of KSM’s large volunteer base.

Hours: This position is 30 hours per week, with a requirement to be in each day of the week. There is a potential for extra hours at times depending on season and events. The incumbent should have the ability to work during the evenings and weekends if required on an occasional basis. All extra hours and days worked must be preapproved by immediate supervisor, based on the need. 

Benefits: Available after 3-month probationary period.
Reports to: Volunteer Coordinator
Term: Permanent
Type: Part Time -30 hours / week
Salary: $22 - $24 / hour

Key Responsibilities:

1. Individual Volunteers

• Manage the individual volunteer schedule, with the goal of minimizing gaps.
• Provide administrative support and follow-up for the recruiting, hiring, and on-boarding of KSM volunteers, ensuring due diligence practices are followed.
• Conduct reference checks on prospective volunteers. 
• Perform data entry and maintain volunteer records, gaining subject matter expertise in the Better Impact system as the key administrator.
• Track items like completion of annual volunteer training and renewal of Vulnerable Sector Checks, ensuring volunteers are up to date.
• Maintain volunteer document templates, volunteer handbook and training materials, updating them annually or as necessary upon direction of Volunteer Coordinator. 
• Ensure the volunteer webpage and other related websites are current. 
• Support the administration of an annual volunteer survey. 
• Support the planning and execution of volunteer appreciation events. 
• Prepare letters confirming volunteer hours. 
• Coordinate the daily bread collections from COBS Bakery, identifying monthly availability from our COBS volunteers, compiling the calendar and liaising with COBS, KSM’s Food Services and Front Desk teams to ensure a smooth operation each day.
• Support implementation of large change efforts at KSM, helping to ensure that volunteers are informed and have ability to provide feedback. 
• Identify opportunities to improve upon current processes, systems and assets and implement change when possible. 

2. Volunteer Groups

• Schedule meal groups for our community mealtimes, maintaining the calendar and dealing with gaps and cancellations.
• Engage with the groups to maximize engagement, understanding and fulfillment
• Work closely with Food Services team to keep community meal information up to date and available online.
• Schedule group volunteering events, coordinating with program team who will supervise the event, introduce the relevant program staff supervisor, and obtain feedback on the experience.
• Refer groups to our Fundraising and Communications leads when necessary. 
• Work closely with the Volunteer Coordinator to fill vacancies for special events.
• Maintain performance metrics to monitor delivery of key duties.

3. Administration

• Maintain a focus on data accuracy, leveraging data quality and other reports to ensure volunteer records are up to date.
• Action volunteer reports, updating profiles as needed.
• Filing of volunteer records.
• Archive and delete volunteer files according to the volunteer retention policy.

Qualifications

• A humble heart
• An ability to work effectively with people and to build teams and strong relationships
• Ability to maintain a high level of confidentiality
• Excellent verbal and written communication skills
• Strong organizational and problem-solving skills
• Great attention to detail 
• Ability to multi-task 
• Computer proficiency with MS office
• Knowledge of Raiser’s Edge volunteer data base is an asset
• Willingness to learn new software 
• Relevant administrative experience is an asset

Please submit all resumes and cover letters to humanresources@kerrstreet.com.
All candidates will be considered until the posting closes on November 9, 2025.

A successful vulnerable sector police background check is a requirement and a pre-requisite along with a minimum of two references. All employees must comply with the Mission, Vision and Core Values of Kerr Street Mission.

Kerr Street Mission is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. We offer an environment that will support you in reaching your potential. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in their cover letter when they apply.