Volunteer Recruitment

You will collaborate with other chaperones to ensure the well-being of swimmers during out-of-town meets, overseeing responsibilities such as organizing travel arrangements, meal planning and preparation, assisting with hair care, scheduling activities, coordinating transportation, arranging team social events, and supporting swimmers as needed. You’ll follow coaches’ directions, ensure swimmers’ safety, and act as their guardian throughout the trip. Travel with the team for 5-7 days is required, along with a mandatory Criminal Record Check. Expenses will be reimbursed in line with Club policies.

• Chaperone at NS Qualifiers—50points；
• Chaperone at NS Championships—50points；
• Chaperone at competition within BC- NS —25points；
• Chaperone at competition within BC- HPD—25points；
• Chaperone at competition within BC- PS12U—25points；
• Chaperone at competition within BC- PS15—25points；

1. Marketing coordinator-promotion booth and parade—30points;  

   This position involves meticulously coordinating booth and parade communications, proactively identifying impactful marketing opportunities, and ensuring execution of promotional activities smoothly. You will collaborate closely with the board, volunteers and external partners to enhance booth performance, analyze metrics for ongoing improvements, and play a pivotal role in shaping our overarching marketing strategies.

2. Marketing – graphic design—30points;  

   Supporting new marketing projects, including the design of marketing materials, is a key responsibility of this role. You will assist in the development and implementation of innovative marketing initiatives, ensuring that all materials are designed effectively to resonate with our target audience. CANVA is a requirement for this role.

3. Marketing -Public Relations – community projects—10points;  

   As the Marketing Coordinator focused on Public Relations, your main responsibilities include devising and implementing strategic PR campaigns aimed at enhancing our club’s visibility and reputation. You will cultivate and nurture relationships with media contacts, journalists, and influencers, while also crafting compelling press releases and PR materials. Managing media inquiries, interviews, and monitoring coverage will be key, alongside coordinating PR events and seamlessly integrating PR initiatives with broader marketing strategies.

4. Marketing coordinator – social media—10points; 

   Work closely with the Board, Head Coach, and Technical Director to propose and craft comprehensive marketing campaign strategies for all programs, spanning from AquaGo to summer camps, as well as encompassing regular recreational and competitive offerings. Additionally, take charge of designing and curating content across various social media platforms including Facebook, Instagram, Twitter, WeChat, and TikTok, ensuring that all materials are compelling, relevant, and in alignment with our overarching marketing goals.

1. IT Admin—30points;

   Manage and maintain the club website, ensuring smooth operation and addressing any issues that arise. Administer the email system by configuring and maintaining email systems, managing user accounts, and ensuring security. Handle security management and emergency response protocols. Provide technical support to users and conduct user training sessions. Additionally, perform other administrative IT-related tasks as required

2. Website and daily maintenance—30points;

   Maintain and update the content of the club’s public website, which is connected to TeamSnap via WordPress. Ensure timely updates to club programs as directed by directors, including annual program updates, dates, and registration links. Post news updates as requested by directors to keep members informed and engaged.

1. Grants and Gaming Coordinator—25points;

   Manage grant applications and raffles efficiently by compiling all necessary documents, complaeting forms accurately and on time, and maintaining organized records. Ensure timely submission of applications and entries, and evaluate outcomes to improve future efforts and Research new grants that might be available for the coaches, team or individual swimmers.

2. Fundraising Coordinator—25points;

   As the Fundraising Coordinator, your role includes planning and executing fundraising campaigns, creating and producing fundraising materials, managing online fundraising efforts, coordinating fundraising events, promoting activities through social media, working with volunteers, preparing reports with recommendations for improvement, and regularly communicating progress to the Board for support and input.

3. Fundraising – Purdys’—10points;

   Coordinate club communications, manage order collection and submission, handle group deliveries, sorting, and distribution, and prepare analytical reports on swimmer results.

4. Fundraising- Fundscrip. Flip Give—10points;

   Coordinate club communications to promote initiatives, manage order collection and submission, handle group deliveries, sorting, and distribution, and prepare analytical reports on swimmer results. Administration of FlipGive account to track swimmer account activities and withdraw funds as instructed by board. Year end tally of results recognize swimmer credits associated with these activities.

5. BC Gaming Raffle—10points;

   The position involves coordinating game raffle applications and managing club communications. Responsibilities include overseeing order collection, submission, and coordinating group deliveries, sorting, and distribution. Additionally, the role includes preparing analytical reports on swimmer results.

6. Fundraising- Returning Bottle drive—10points;

   Coordinate club communications, manage order collection and submission, handle group deliveries, sorting, and distribution, and prepare analytical reports on swimmer results.

7. Sponsorship Coordinator—10points;

   As the Sponsorship Coordinator, your role includes planning and executing sponsorship campaigns, creating and producing fundraising materials, managing online fundraising efforts, coordinating fundraising events, promoting activities through social media, working with volunteers, preparing reports with recommendations for improvement, and regularly communicating progress to the Board for support and input.

8. Each Sponsoring project by volunteer—5~10points;

   Refer sponsor to the club and the donation successfully is received.

1. Equipment maintenance —15points；

   The role involves regular communication with the Board and Head Coach regarding equipment activities. Responsibilities include ensuring proper storage of equipment after practices and events, as well as ensuring availability of equipment at designated pools when required.

2. Equipment storage – Inventory control —10points；

   The role includes ensuring club equipment is powered off and properly stored after each practice. It involves updating an equipment checkout form and maintaining an inventory control list. Additionally, responsibilities include tracking equipment lent to swimmers and collecting deposits for borrowed equipment.

1. Winter Water Show Coordinator —10points;

   The role encompasses several key responsibilities: submitting a thorough pre-event proposal to the board encompassing budget, schedule, volunteer assignments, and event logistics. This includes coordinating event schedules with coaches, fundraising booths with the fundraising coordinator, and photography with the photography coordinator. Additional tasks involve organizing refreshments for swimmers, managing door prizes and ticket sales, arranging gift baskets and a raffle, and ensuring coaches receive flowers. Furthermore, responsibilities extend to preparing and printing programs or collaborating with the Marketing Materials Coordinator, compiling information for team parents to distribute to families and share on social media, and coordinating post-event cleanup efforts with volunteers.

2. Year-End Water Show Coordinator —10points;

   The role encompasses several key responsibilities: submitting a thorough pre-event proposal to the board encompassing budget, schedule, volunteer assignments, and event logistics. This includes coordinating event schedules with coaches, fundraising booths with the fundraising coordinator, and photography with the photography coordinator. Additional tasks involve organizing refreshments for swimmers, managing door prizes and ticket sales, arranging gift baskets and a raffle, and ensuring coaches receive flowers. Furthermore, responsibilities extend to preparing and printing programs or collaborating with the Marketing Materials Coordinator, compiling information for team parents to distribute to families and share on social media, and coordinating post-event cleanup efforts with volunteers.

3. Year-End Banquet Coordinator —15points;

   The role involves submitting a detailed pre-event report to the board covering budget, schedule, volunteers, job assignments, event logistics and the menu. It includes coordinating with coaches on the program, organizing refreshments, managing door prizes and ticket sales through donations, arranging gift baskets and a raffle, preparing flowers for coaches, and overseeing program printing or liaising with the Marketing Coordinator. Responsibilities also include compiling information for team parents to distribute to families and share on social media, as well as coordinating post-event cleanup with volunteers.

4. Competition Hosting Coordinator —15points;

   Organize and manage the volunteers from the preparation to the end of the competition event hosted by our club, competition volunteer training

5. Club photography coordinator —base 15 points + 5 point /event;

   Coordinate event organization and oversee official club communications regarding photos. Collaborate with the IT team, website, social media, marketing, event, and campaign volunteers. Manage photo permissions and rights to ensure legal compliance and obtain participant consent. Arrange photographers for events and oversee the distribution of photos to club groups and teams for promoting PWASC.

6. Club photographer —base 10 + 5 point per event;

   The role involves capturing candid photos of teams during meets, practices, and competitions to promote PWASC through the club’s website, social media, and marketing campaigns. It includes taking annual team and club photos, as well as photos of coaches and the Board of Directors. Additionally, the position requires producing and customizing high-quality photos as requested by directors for various promotional materials. Adherence to the distribution workflow and timeline set by the coaches and responsible board directors is essential.

7. Miscellaneous hour volunteer — 1points;

   1 point per hour, Miscellaneous club activities, as required (we chat platform writer, assisting at Water Shows/Events/competition meet)

8. AGM Attendance — 1points;

   1 point each for attending AGM, Orientation, and any important club meeting determined by the Board (maximum 5 points).

1. NS Travel coordinator —40points;

   As the Travel Coordinator, your role entails overseeing comprehensive travel logistics, including booking flights, accommodations, and transportation arrangements. It is crucial to align these plans with budgetary and scheduling requirements, ensuring efficient and cost-effective travel for our team. You will schedule details based on the coaches’ instructions and provide training to chaperones.

2. PS Travel coordinator —20points;

   As the Travel Coordinator, your role entails overseeing comprehensive travel logistics, including booking flights, accommodations, and transportation arrangements. It is crucial to align these plans with budgetary and scheduling requirements, ensuring efficient and cost-effective travel for our team. You will schedule details based on the coaches’ instructions and provide training to chaperones.

1. Richmond/Vancouver Aquatics User Group Representative —10points;

   The representative acts as a liaison and attends regular meetings through out the year.

2. AquaGo Representative —15points;

   support the AquaGo communications between, coaches, athletes, board and pool.

1. Translator —10points;

   Translate various club documents, including promotional materials, project reports, and event notices, to ensure clear communication and understanding. Deliver translations promptly to facilitate timely dissemination of information.

2. Volunteer coordinator —25points;

   Assist the board director to keep the record for the volunteer hours and update the volunteer summary report

3. Uniform Coordinator —20points;

   The role involves coordinating with the Head Coach and Vice President to manage club suits and uniform requirements for all programs and coaches. This includes liaising with suppliers, creating and updating order forms and lists for tracking purposes, and recording all orders. The position also encompasses organizing Club Uniform Ordering nights if needed, placing orders with suppliers, and ensuring timely delivery through effective follow-up. Additionally, responsibilities include coordinating embroidery and silk screening, monitoring costs, and reconciling orders with payments. Collaboration with the Payables team or Club Visa Card holder is essential for supplier payments. The role also involves distributing uniform items, obtaining necessary sign-offs, managing surplus inventory year-round, and supporting a club gear swap initiative to redistribute outgrown gear to younger swimmers.

4. Finance Assistant —15points;

   The Finance Assistant supports the finance department in managing financial transactions, maintaining accurate financial records, and provide needed supports to the finance department. The requirement for this role is familiar with Microsoft Office such as Excel, Word…etc.