Workforce Coordinator

The Workforce Coordinator is one of eight team members responsible for the effective planning and delivery of the UniSport Nationals. The UniSport Nationals is the organisation’s major annual multisport event, taking place in Canberra 7-13 September 2024. Comprising of over 30 different sporting competitions, the Nationals plays host to over 6,500 student-athletes competing over one week of sporting competition.

The role is responsible for the coordination of all aspects of the event workforce, specifically focusing on the volunteer and internship programs for the UniSport Nationals and will contribute to the recruitment and induction of event time operations staff. The role will work closely with the Event Managers and wider delivery team to ensure the volunteer requirements for the event are met across all functional areas and will drive the successful recruitment, induction, training and deployment of all volunteers. The role may also be required to support the recruitment and training of volunteers associated with National Championship events prior to Nationals.

Key responsibilities

1. Delivery of the volunteer program for the UniSport Nationals
   Coordinate the volunteer program across all areas, including but not limited to:
   • Identification of volunteer requirements
   • Implementation of recruitment processes for all volunteers
   • Scheduling and rostering of all volunteers
   • Development and delivery of a volunteer training program including orientation and role specific training
   • Develop and implement a Workforce Catering Plan for event-time
   • Administer the workforce database, ensuring accuracy and privacy
   • Lead the creation and distribution of the volunteer pocket guide (event time information)
   • Manage all workforce uniform requirements, including ordering and distribution
   • Develop and deliver a workforce reward and recognition program including a volunteer gift, certificate, and appreciation function
   • Oversee and report on the volunteer budget
   • Develop and implement event time policies, procedures, and systems
2. Delivery of the internship program for the Unisport Nationals
   • Coordinate an intern program as a component of the overall workforce program, which supports the Nationals and delivers appropriate academic outcomes for students and their institutions
   • Liaise with local universities to promote the program and successfully recruit the required number of event interns
   • Coordinate all administrative requirements of the intern program delivery and evaluation
3. Administration and reporting
   • Develop and implement evaluation of the workforce program post-event
   • Prepare a Workforce program report to advise on the success of the program and act as a legacy for future Nationals
   • Update and input into the development of the volunteer management plan
   • Maintain and update a national key contacts database for use for recruiting volunteers for current and future events
4. Event staffing
   Support the administrative requirements of the recruitment and deployment of contracted event time staff
   • Support with the scheduling and rostering of Operations Crew
   • Support the development and administration of event staff scheduling and pre-event updates
5. Collaborating with other UniSport business areas
   • Maintain contacts, activities, and other actions within the UniSport CRM as it relates to the Nationals workforce program
   • Undertake financial practices to deadlines and processes including (but not limited to) providing information required pertaining to the volunteer program budget forecasts, purchase order requests and invoice payments
   • Assist with and contribute to special projects or other UniSport business as required from time to time
   • As required, represent the organisation in an official capacity at various functions, gatherings, meetings, and conferences as well as on approved/relevant committees or working groups
   • Any other duties as directed by the National Events Manager- Operations

Personal attributes

We are looking for a sports enthusiast who:

• Is a driven individual with the ability to work autonomously and achieve results
• Has strong written and verbal communication skills
• Has an understanding of volunteer and workforce co-ordination
• Has exceptional customer service/stakeholder management skills
• Is able to deliver informative and engaging training sessions
• Is flexible and able to easily adapt to a changing work environment
• Enjoys being part of a small team and actively contributes to the building of a positive workplace culture

Selection criteria

Applicants should ensure that their application provides specific detail on how they meet the following selection criteria. All applicants will be assessed against these key areas.

As a guide, each selection criteria should be addressed in no more than half a page.

In your application, tell us:

1. Your experience in relation to planning and/or delivering a volunteer or workforce program(s)?
2. Your knowledge of and experience of working to project plans with designated timelines and key milestones.
3. Your ability to handle multiple tasks across numerous projects with differing timelines. Please provide examples.
4. Outline your experience in managing stakeholder relationships and maintaining a high standard of communication.