Executive Director with Comrie's Sports Equipment Bank

Location: Calgary, AB

Hours: 40/week

Type: Full-time employee

Salary: $60,000-70,000

Mission

Ensure that every child in Southern Alberta has an equal opportunity to play sports by providing them with the appropriate sporting equipment for no cost.

About Us

Comrie’s Sports Equipment Bank is a volunteer-based charity founded in August 2014 to provide no cost, gently used equipment to qualified children (18 and under) from low income families. We accept donated, gently used equipment from the community. It is then cleaned, inventoried and readied for provision to qualified children. Our service area includes all of Southern Alberta, with our office and distribution center being located in Calgary.

Position Overview

This position implements the policies of the Board of Directors in fulfilling the organization’s mandate. The Executive Director will work directly with children, their families, social agencies, volunteers, sport partners, donors, sponsors and staff to ensure children of qualified families can access the equipment they need to participate in organized sport. This position will gain a wide range of experience in all facets of our business as the lead resource supporting staff and volunteers. The position will operate out of the Comrie’s Sports Equipment Bank office 3557 52nd St SE.

Roles & Responsibilities

Administration

  • Ensure processes are efficient for qualified families and reviewed on a regular basis; resulting in key performance indicators to track alignment with board goals

  • Ensure staff and volunteers are following operational procedures that reflect the policies of the Board

  • Lead the development and implementation of a satellite community servicing plan

  • Support the Board of Directors and committees

  • Maintain a current and accurate website, providing all the necessary info and resources to the general public

  • Build and maintain a priority-based communication strategy to be shared with the board, staff, volunteers, sport partners and agencies

  • Manage relationships with suppliers, contractors and other third-party service groups

  • Develop transportation and servicing plan with satellite communities

  • Supporting requirements: Communication Strategy, Satellite Community Plan, Operational Procedures

Inventory Management

  • Review processes and flow within the distribution centre and other storage locations and mitigate any safety concerns that arise

  • Oversee outside venue donation pickups through utilization of volunteer program

  • Work closely with sport partners on education and research with respect to demand and need in certain sports

  • Lead and supervise inventory tracking process to be sure it is efficient and being implemented by staff and volunteers

  • Ensure an accurate inventory is available of what is kept in storage so informed decisions can be recommended to the Board when it comes to space requirements

  • Hands on support of staff, clients and volunteers in the shop and at the warehouse, as required

  • Supporting Requirements: Inventory Tracking Process and spreadsheet Community Outreach

  • Construct a sport partnership/community advocate process to help guide partners on the role they play with Comrie’s Sports Equipment Bank, recommending best practices into how equipment donations work best and defining priority equipment

  • Develop a Communication Plan to:

    • Implement/share the partnership – community advocate recruitment process

    • Educate partners and their participants on CSEB

    • Educate partners and public on what specific equipment is needed in managing current inventory

  • Supporting requirements: Communication Plan, Partnership education document/process

Volunteers

  • Enact Board Policies and lead the production of operations and volunteer policies including: interviewing, onboarding, training, scheduling, and recognition
  • Develop and implement a volunteer strategy in the shop, as well as in satellite communities

  • Spend time working with volunteers in the shop in order to understand roles and support their efforts

  • Supporting requirements: Volunteer Strategy Financial and Asset Management

  • Prepare the annual budget for Board review and approval

  • Manage the budget and prioritize areas of influence within approved budget

  • Exercise sound accounting practises with accurate tracking and timely financial reporting to the Board

  • Monthly submission of van mileage/incident reports, ensuring all staff and volunteers are following procedures with usage and reporting for the CESB’s van and trailer

  • Ensure the accounts payable and receivable processes are documented and timely

  • Support the payroll function with the online payroll provider

  • Provide regular reporting and back up to the contracted bookkeeper and treasurer

  • Ensure all equipment is maintained properly and fit for use of staff and volunteers

  • Ongoing tracking and authorizing of staff and volunteer expense reports

  • Monthly submission and accurate tracking of personal expenses and organization credit card utilization within appropriate timelines

  • Ensure the security and privacy of all personal information and all staff and volunteers adhere to the safety and security of this information

  • Supporting requirements: financial reports, incident reports

Donor Communication

  • Develop and deliver annual report in line with the Annual General Meeting each year
  • Supporting Requirements: Annual Report Fund Development
  • Work directly with the External Committee on fund development strategy and plan
  • Actively seek out and apply for grants and funding partnerships to support core business

Marketing

  • Website maintenance

  • Social media

Supervision/Reporting

This position will require a flexible schedule. The Executive Director will be responsible for building their own schedule based around organizational priorities and positional responsibilities and will oversee the scheduling for volunteers and other staff as required.

Scheduling & Scope

This position will report to the Board of Directors through the President. A monthly report is required to provide an update on monthly tasks, statistics and go forward priorities/actions/recommendations. The Executive Director will also be accountable for the timely submission of all staff and volunteer reports as well as pertinent information as requested by the Board. Annual organizational priorities will be set by the board for the organization. The Executive Director will be responsible to communicate these to staff and volunteers and assist in developing their respective priorities in line with those set out by the board. The Executive Director will be responsible for delivering on the organizational priorities, setting their own monthly priorities while assisting with staff and directing volunteers with their monthly priorities as well.

Qualifications

  • 5+ years of leadership experience in the not-for-profit sector

  • 5+ years of experience training, mentoring and developing staff

  • Proven track record in successfully managing staff and volunteer teams

  • Passion for sports and the positive impact they have on the community

  • Strong knowledge and experience with corporate accounting/finance

Application Information

Please submit a resume, brief cover letter, and any inquiries to:

Grid Group
Attn: Julie Maines and Brad Gauthier jmaines@gridgroup.ca bgauthier@gridgroup.ca

Closing date for all applications is September 11th at 8:00AM MST. No phone calls please. Only individuals shortlisted for interviews will be contacted by the search committee.

We are also actively recruiting for a Warehouse Coordinator (1-year contract) and encourage any and all applicants to share that job posting with anyone they feel would be qualified and interested. We appreciate your support.

David Benson