JOB PURPOSE
The Temporary Part-Time Volunteer Program Coordinator provides administrative and scheduling support for Hagley's volunteer program during a period of transition. The position serves as a day-to-day contact for current volunteers, maintains volunteer records and schedules, communicates routine information, and assists Hagley departments with established volunteer assignments. This is a temporary, non-exempt position scheduled to work Monday through Friday, 8:30AM to 12:30PM for a total of 20 hours per week, at a rate of $22.00 per hour. The Part-Time Volunteer Coordinator is responsible for volunteer supervision in coordination with managers. The Part-Time Volunteer Coordinator will also supervise volunteers at the Hagley Car Show on Sunday, September 20, from 8:00AM to 12:00PM. This temporary position will run through the end of October 2026 with the possibility of a limited extension beyond this period.
SPECIFIC DUTIES
• Serve as a day-to-day contact for current volunteers and respond to routine questions by phone, email, mail, and in person communication.
• Maintain volunteer schedules and communicate confirmations, changes, cancellations, and other routine updates with volunteers and other Hagley staff
• Coordinate with Hagley departments to identify immediate volunteer coverage needs and match available volunteers with established assignments.
• Maintain accurate volunteer records, including contact and emergency information, availability, assignments, hours worked, training status, and background-check status.
• Enter volunteer hours and other required information into the volunteer database or applicable tracking records.
• Communicate established policies, procedures, schedules, and assignment expectations to volunteers.
• Prepare volunteer rosters, sign-in sheets, name badges, correspondence, and other routine materials.
• Assist with volunteer scheduling and communications for Hagley programs and special events—including the Hagley Car Show on Sunday, September 20.
• Follow up regarding missing information, schedule availability, training requirements, or incomplete documentation.
• Refer complaints, performance concerns, policy questions, accommodation requests, and unusual situations to the appropriate Hagley manager.
• Maintain organized electronic and paper files and provide regular updates regarding open assignments, scheduling concerns, and matters requiring management attention.
• Perform other related administrative duties as assigned.
WORKING CONDITIONS
Work is performed primarily in an office environment, with occasional work in public-program, event, or outdoor areas. The position may occasionally require scheduled evening, weekend, or holiday hours based on Hagley's program and event calendar.
DIRECT REPORTS: None
MINIMUM EXPERIENCE REQUIREMENTS
High school diploma or equivalent required; associate degree or additional education preferred. One to two years of administrative, scheduling, customer-service, volunteer-support, nonprofit, museum, or related experience preferred. Previous experience working with volunteers or coordinating schedules is helpful but not required.
REQUIRED SKILLS
Strong organizational, administrative, customer-service, and interpersonal skills. Ability to manage schedules, records, deadlines, and routine follow-up; communicate clearly and professionally; work respectfully with individuals from varied backgrounds; follow established procedures; recognize when matters should be referred to management; and maintain confidential information. Proficiency with Microsoft Outlook, Word, and Excel and the ability to learn Hagley's volunteer database or tracking systems. Ability to work independently within established guidelines.
PHYSICAL REQUIREMENTS
Occasionally required to stand, walk, bend, reach, and use hands to operate office equipment and prepare program materials. The employee must occasionally lift and/or move materials weighing up to 30 pounds. Specific vision and hearing abilities required by this job include close and distance vision and the ability to hear conversations in office, group, event, and public settings.