Volunteer Program Coordinator

Job Description

Description:

The Volunteer Program Coordinator will be responsible for coordinating the Science Museum Oklahoma (SMO) Volunteer & Internship Program. This position will be responsible for the design and implementation of the SMO Volunteer & Internship Program to include organization, recruitment and placement of volunteers and unpaid interns. This position will also conduct training, onboarding, coaching and termination of volunteers and unpaid interns for the program. This position will have the critical responsibility of ensuring that the program follows federal, state and local laws that govern volunteering and that the program remains compliant with applicable policies. This position is housed within the Human Resources Department and will cross train on Human Resources functions.

Design, implement and coordinate the Volunteer & Internship Program for Science Museum Oklahoma

Responsible for remaining knowledgeable of applicable laws and policies that affect the program and operating the program within compliance of applicable guidelines and changing legislation.

Responsible for maintaining and updating the volunteer handbook and onboarding guide

Ensure that volunteer and intern records and hours are kept as required

Responsible for updating the volunteer information systems database

Works with supervisors and Museum leadership to determine volunteer staffing needs

Responsible for the recruitment and placement of program volunteers, event volunteers, and unpaid interns

Recruitment involves attending job fairs, posting jobs on the SMO website, accepting passive applications, screening applications, interviewing and offering volunteer positions.

Ensure that volunteers & unpaid interns receive proper background checks according to policy

Responsible for training, onboarding, coaching and termination of individual volunteers & unpaid interns

Schedule and coordinate volunteers & unpaid interns during events and functions

Act as a liaison between the Museum and community partners and corporate volunteer groups

Develop long term strategies for volunteer & intern engagement

Stay within the determined budget each fiscal year

Other duties as appropriate for successful museum operationsRequirements:

CREDENTIALS/EXPERIENCE

Bachelor’s Degree preferred

3 or more years of work experience as a volunteer coordinator at a non-profit organization

1 or more years of work experience with recruiting dozens of volunteers for large community events

Proficient in Microsoft Office, specifically Outlook, Word, and Excel and use of these programs on a daily basis

Must be available to flex time and work events outside of regular business hours for the purposes of the volunteer program. This may happen approximately once per month depending on the time of year

KNOWLEDGE, SKILLS & ABILITIES

The ability to be kind, approachable, confident and open to correction

Possess excellent writing, editing and presentation skills

Exceptional organizational skills, detail oriented

Outgoing and personable while maintaining a professional appearance and demeanor

Exceptional customer service skills with exceptional verbal communication skills

Must be able to work with a high degree of confidentiality and tact

Be an independent worker, able to identify jobs that need to be done, and do them with little direction, but also adapt to working cooperatively with co-workers

DEPARTMENTAL CULTURE

Including this position, Human Resources is a small but mighty crew of four professionals: the HR Director, HR Coordinator, Engagement Coordinator, and the Volunteer Program Coordinator

We welcome and accept eachother's diverse backgrounds and individual points of view. We practice civility. Being nerdy is a plus at Science Museum Oklahoma (SMO.)

We meet each Monday afternoon to plan our week and try to help each other balance our workloads.

We work as a team. This way the rest of the team can assist when the person in this position is out of the office.

The HR Director practices compassionate accountability, provides direct feedback, and opens a space for the team to (CDC), Challenge, Decide & Commit, which just means that when we are making a decision everyone gets input and can challenge until a decision is made by the director or project leader, then we all commit to the decision.

The standard working hours are M-F, 8:30am to 5pm, with a 30-minute lunch. This schedule can be negotiated providing that 8 hours per day are completed.

This position is exempt, however, when the Volunteer Program requires work to be performed on a day when the incumbent is not normally scheduled to work, we allow flex time to be used.

This position is provided with a company cell phone and phone plan so that they can text candidates.

WORKING CONDITIONS

This position works in a climate-controlled office setting and may be subjected to a fast-paced decision-making environment. This position:

May require working on a computer for long periods of time, using a keyboard, viewing a digital screen.

Occasional lifting (up to 10 pounds of computer equipment or paper supplies).

This position may require the employee to drive for business purposes in either their own vehicle or a vehicle provided by the Museum. Employees that drive for business purposes must be able to pass a Motor Vehicle Records check and provide proof of insurance and a valid license to drive on an annual basis.

Employee must be able to meet physical requirements of the position with or without reasonable accommodation.

WORKING RELATIONSHIPS

This position has direct or supervisory responsibilities over the volunteers and interns in the Volunteer & Internship Program but does not supervise other staff. This position must maintain positive working relationships with management, employees, applicants, volunteers, interns, vendors and the general public.

Full-time