Oakland Museum of CA

  • Volunteer Program Coordinator

    Req No.
    2019-1310
    Category
    Learning Initiatives (Education)
    Type
    Regular Full-Time
    Targeted Job Start Date
    7/15/2019
  • Overview

    The Volunteer Program Coordinator assists with the effective management and coordination of a large volunteer docent program involving more than 225 docents in delivering high quality tours and outreach activities to the public, school groups, adult, students of all ages, families, and a range of community groups. The Coordinator provides administrative support and facilitation of activities for the ongoing operation of recruiting and sustaining a broad range of organizational volunteers, including scheduling and facilitating training sessions, and a variety of efforts for engaging volunteers at the Museum.

    Responsibilities

    ESSENTIAL DUTIES AND RESPONSIBILITIES

    The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.

     

    INSTITUTIONAL RESPONSIBILITIES

    • Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future;
    • Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement;
    • Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives;
    • Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.

     

    POSITION DUTIES AND RESPONSIBILITIES

    Tours and Programs

    • Schedule volunteers, including docents and exhibit guides, and communicate weekly schedule updates
    • Assist with the production of school programs online information, Docent annual roster, volunteer communications and training materials
    • Serve as administrative support for volunteers with scheduling, technology questions, volunteer appreciation and general information; create a positive and supportive atmosphere for all volunteers
    • Create signage for public tours and other activities
    • Maintain and update iPads, support training
    • Partner with staff to identify potential volunteers for special project requests from database

    Docent Support

    • Maintain schedule of docents within scheduling databases and ensure adequate docent coverage of all tours including working closely with Visitor Services team to fulfill private tour requests
    • Provide support for volunteer recruitment, onboarding and training, including working closely with Visitor Services to provide quarterly volunteer information sessions

    Project Management and Administration

    • Calculate monthly and year end volunteer statistics from databases, participate in survey administration
    • Maintain FileMaker database reports, layouts and implement other database changes as needed
    • Schedule rooms for volunteer trainings and events, submit required forms and attend monthly calendar meetings
    • Assist museum visitors, potential visitors, school groups, and adult groups by responding to in-person, telephone, and email inquiries
    • Respond to inquiries for volunteer opportunities and maintain database of potential volunteers

    Qualifications

    EXPERIENCE

    • Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect
    • 1-3 years of related experience required
    • Volunteer program administration and dynamics of working with and motivating volunteers
    • Customer service practices and procedures
    • MS Office (Word, Excel).  FileMaker Pro, InDesign, and working knowledge of Macintosh programs
    • Working knowledge of iPad use
    • Basic office skills – copy machine, postage machine, etc.
    • English language proficiency in both spoken and written form

     

    WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:

    • Noise, such as groups of people working in enclosed areas
    • Typical office environment

     

    EEO STATEMENT

    The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.

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