Title: Volunteer Programs Coordinator 
 
Reports to: Head of Volunteer Services and Employee Engagement

Employment Status: Full time; Overtime Exempt

Work Schedule: Generally, comprises six to ten, 8hour days in a two-week period. Some evening hours are required in addition to special event coverage.  

Primary Functions: Oversees the coordination of weekly and monthly schedules for the volunteer program and assists in orientation, volunteer engagement, and volunteer training. Supports the recruitment activities for Hillwood’s volunteer program. 

Key Responsibilities:              
Volunteer Program Coordination 

• Supervises and directs volunteers with daily interactions in person and via phone/email with volunteers.
• Regularly and proactively communicates with volunteers to ensure satisfaction with the volunteer’s skills and Hillwood’s goals via the monthly newsletter, volunteer website, daily rounds, and other means.
• Manages the monthly and daily schedules for non-horticulture volunteers assuring adequate staffing for Hillwood’s daily operations, programs, events, groups, and private tours. 
• Prepares the volunteer daily schedule in a timely manner. 
• Provides efficient and effective communication to volunteers regarding their schedule. Maintains volunteer information, hours, and schedule in Volgistics. 
• Organizes and maintains volunteer records; updating to comply with Hillwood’s style guide. 
• Captures and analyzes volunteer data (number visitor served on tours, change in volunteer numbers over time, etc.).
• Manages content on the volunteer website, including YouTube recordings, by including appropriate resources and information.
• Edits and publishes Hillwood’s monthly volunteer newsletter via WordFly.
• Liaisons with the curatorial department to distribution of exhibition label text and mansion rotation information to the volunteers. 
• Assists with logistics and preparation for volunteer trainings, such as docent training classes and the annual volunteer appreciation reception. 

Volunteer Recruitment and Onboarding 

• Recruits and trains adequate number of Visitor Services Volunteers (VSVs) to meet the demand of Hillwood’s visitation. Recruits and interviews mansion and garden docent candidates. 
• Performs talent acquisition activities such as application and phone screens, and candidate interviews.
• Oversees the preparation of interview questions and other selection materials. 
• Assists with onboarding and training of volunteers, including the training on the Volgistics database. 
• Researches and recommends new sources for active and passive candidate recruiting.
• Continuously develops networks/partnerships to actively build database/pipeline of candidates and the Hillwood brand. 
• Places and updates all volunteer opportunities in various internet/intranet sites, colleges, social networks, community boards, and partner organizations. 
• Attends and participates in college job fairs and recruiting sessions. 
• Gives presentations at educational organizations, community organizations and attend student or organization group meetings, to increase awareness of Hillwood. 

Organizational Relationships:    

• Coordinates with Visitor Services staff, who work side-by-side with volunteers in providing the best possible visitor experience daily, providing effective communication and planning regarding volunteer duties.
• Coordinates with the Director of People and Culture on recruitment and brand strategies.  
• Coordinates and plans with Horticulture's volunteer manager on recruitment needs, appreciation, training, and reoccurring communications.
• Interacts with various levels of staff and volunteers. 

Requirements:
Knowledge 

• Demonstrated knowledge of volunteer management principles, preferably in a museum or cultural setting 
• Familiarity of best practices for adult learners.
• Demonstrated knowledge of various recruiting techniques, and experience in online/social media recruiting

Skills

• Must possess excellent oral/written communication, marketing, presentation, interviewing, and interpersonal skills. 
• Strong customer service, negotiation skills, and ability to interact with employees at all levels throughout the company. 
• Proactive and independent with the ability to take initiative. 
• Excellent time management skills with a proven ability to meet deadlines. 
• Access and employ job related computer software (i.e.: Microsoft Office, Office 365) at an effective proficiency level.

Abilities 

• Proven ability to communicate and effectively “sell” an organization’s value proposition.
• Strong work ethic and sense of integrity, trustworthiness, and ability to maintain a high level of confidentiality.
• Creative in brainstorming and proposing new ideas and solutions to existing problems.
• Goal driven strategic thinker.  
• Works independently with limited supervision. 

Work Environment and Physical Conditions:
The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job or may be encountered while performing the essential functions of this job.  Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent the Company may do so without undue hardship. The term “qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.    

While performing the duties of this job, the employee is frequently required to follow and give oral and written instructions; stand, walk, and/or sit for extended periods of time with limited breaks; use hands to finger, handle or feel, reach with hands and arm, and reach above shoulder height. The employee is regularly required to climb or balance, squat, kneel, and crouch.  The employee is occasionally required to detect smells and lift, drag and/or move up to 30 pounds unassisted. The employee is required to visually or otherwise identify, observe and assess. Special vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Employee is required to move about their work area, between buildings and the campus grounds, ascend and descend stairs and steep terrain. While performing the duties of this job the employee is subject outdoor weather conditions and temperatures which at times can be extreme. The noise level in the work environment is usually moderate and general does not require the use of hearing protection equipment.     

Notice:
The preceding job description indicates the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time nor does it proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.