Job Summary
We are seeking a dynamic and passionate Membership and Volunteer Coordinator to lead our efforts in engaging community members and volunteers. This role offers an exciting opportunity to foster meaningful connections, manage volunteer and membership programs, and support organizational growth. More specifically, this position develops, coordinates and oversees the functions of the membership program; recruits, schedules, trains, supervises, and retains Museum volunteer staff; maintains donor database for both volunteers and members; plans and executes volunteer and membership events; and assists with other development department activities as needed. Qualified candidates will be comfortable working in an environment where each day is different; are detail oriented and organized; self-motivated, staying ahead of deadlines; sharing information widely and often with stakeholders; has a positive mindset; and enjoys working with a variety of different types of people.
ESSENTIAL DUTIES AND RESPONSIBILITIES include those to operate the membership programs and coordinate volunteer activities as follows. Other duties may also be assigned.
Membership Duties
Coordinate and oversees all aspects of the membership program.
Act as the first and main point of contact for members.
Develop new membership benefits and activities to increase membership and member engagement.
Plan and coordinate member events, including quarterly lifetime member events, Festival of Trees Preview night, exhibit openings, special excursions, and others.
Create and execute new programs such as corporate or children’s membership opportunities.
Plan and coordinate execution of yearly membership recruitment strategy.
Process all new and renewed membership paperwork and keep the database up-to-date.
Tracks performance analytics for all membership activities and develops reports for staff and Board as requested.
Provide membership information and training for staff members.
Develop and maintain membership program budget.
Maintains member mailing lists and schedule of mailings and communications, including membership renewals, Rail Lines, member tickets, inviations to events.
Assist in donor and member research.
Cultivate volunteers and members to become more engaged with the Museum.
Assist development director with development tasks as requested.
Interface with the general public, donors, members, community partners, and relevant Board committees and provide reports as requested.
Participate in professional development activities including webinars, workshops, events, and seminars in line with the vision and growth of the department as requested.
Cooperatively oversee the planning, coordination and execution of the Rails and Ales Brewfest fundraising event and other development department events with the Development Director.
Coordinate the annual Volunteer Dinner and membership swap day.
Participate and provide volunteers for all Museum-wide events and smaller events as requested.
Function as the Manager on Duty, working within the staff rotation.
_ Volunteer Duties_
Supervises, evaluates and oversees Museum’s volunteer program.
Manages volunteers, actively communicating Museum policies and procedures and directing their work.
Communicate early and often with volunteers in a timely fashion to inform them of upcoming opportunities where they can help.
Acts as Museum contact for volunteer service organizations, schools, and other sources of volunteers.
Recruits, screens, interviews and trains new volunteers.
Oversees volunteer train operations, ensuring accurate educational presentation and safe operations.
Conducts the train as needed.
Prepares in advance for all volunteer projects, training and paperwork, ensuring readiness with supervision, supplies and task instructions.
Coordinates with Museum staff to schedule volunteers for daily operations and Museum events and to communicate needs ahead of the volunteer work.
Works as the lead and with the assistance of the Director of Education and/or Operations Manager to coordinate volunteer training opportunities.
Develops volunteer and maintains volunteer recognition program.
Develop and oversees volunteer department budget.
Develop and implements a volunteer and membership marketing strategy with assistance of the Marketing and Communications director.
Enters and maintains up-to-date volunteer and member records on the donor database.
Attends trade shows and job fairs representing the Museum and its interests as assigned.
Speaks publicly to groups about the Museum, member and volunteer opportunities.
Coordinates with each department for intern needs and recruits interns.
Keeps online intern and volunteer advertisements up-to-date.
EDUCATION/EXPERIENCE:
Bachelor’s degree in Marketing, Sales, Communications, Business Administration or related field preferred; Comparable experience may substitute for education. Minimum of two years experience in a relevant position; experience in non-profit fundraising and development preferred. Minimum of two years of experience in a relevant position; nonprofit experience preferred.
NECESSARY SKILLS: The skills described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
Excellent and timely interpersonal, writing and oral communication skills required.
Displays a high degree of professionalism.
Ability to understand and analyze written and financial information.
Demonstrates tact and professional demeanor during stressful or sensitive conversations.
Ability to maintain confidential information pertaining to the Museum, individuals, and financial donations.
Ability to plan.
Ability to change plans and act quickly.
Holds a positive mind-set.
Provides public information early, fully, and to all parties as requested.
Trustworthy and open.
Acts with integrity.
Sets boundaries with patrons, volunteers and vendors to protect Museum and staff.
Keep accurate information that is consistent across all documents.
Works well with others and individually.
Takes initiative and responsibility for personal success.
Team player who values diversity; treats others of all ages and backgrounds with dignity and compassion.
Uses sound judgement based on the needs of the organization and without personal bias or preference.
Willing to learn and try new things. Willingness to step out of typical role for the good of the organization.
Willingness to listen to others with different world views and respond to those needs appropriately.
PHYSICAL DEMANDS: 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.
Ability to lift 50 pounds with the assistance of another person.
Frequent standing, walking and sitting.
Must be capable of using hand(s)/feet for repetitive single grasping, fine manipulation and pushing and pulling.
Ability to communicate orally in a clear manner.
Ability to distinguish sounds at various frequencies and volumes.
Ability to distinguish people or objects at varied distances under a variety of light conditions.
Ability to withstand temperature changes in the work environment.
Ability to view a computer screen for long periods of time.
Must be able to flex schedule to accommodate nights or weekends to execute the tasks for the position.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid drivers license.
EQUIPMENT PROFICIENCY
Computer proficient with Microsoft applications
Copy machine
Donor management database
Email marketing and communications programs (Constant Contact)
Virtual Meeting software (Microsoft Teams and Zoom)
Pay: $48,000.00 - $50,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
