Membership & Volunteer Coordinator

Overview:

The Albin Polasek Museum & Sculpture Gardens is seeking a Membership & Volunteer Coordinator to manage and oversee all volunteer and membership-related activities. Reporting to the CEO/Executive Director, this role is responsible for recruiting, training, and scheduling volunteers, supporting special events, and managing daily gallery operations including gift shop merchandising and docent-led tours.

Reports To:

• Executive Director

Direct Reports:

• Weekend Staff
• Guest Services Staff - Docents / Gallery Receptionists
• Garden Volunteers
• Community Service Volunteers

Function:

Coordinates and schedules volunteers for various responsibilities with Albin Polasek Museum & Sculpture Gardens, to include:

• Planning and evaluating all volunteer activities
• Being an active participant with volunteers in such activities
• Maintaining accurate records of Community Service volunteer hours and submitting weekly reports to appropriate agencies
• Coordinating with the Curator to determine volunteer assistance needed for special events.
• Creating materials for recruiting special event volunteers and coordinating scheduling of volunteers for special events

Recruits, interviews, and provides orientation training for all volunteers, to include:

• Training docent volunteers on current tour techniques, the history of the museum and Polasek’s life story and work
• Providing training for all museum volunteers on special exhibits
• Planning and coordinating volunteer appreciation events
• Training gallery receptionists on Square for admission fees & art sales, computer operations and phone etiquette for the museum

Manages and is responsible for Gallery operations, to include:

• Scheduling of regular and group tours
• Overseeing gift shop sales
• Scheduling docents and gallery attendants.
• Working as docent / gallery reception when needed
• Assisting the Curator with providing tours for school groups and accessibility groups as needed.

Maintains and develops merchandising for the Museum Gift Shop, to include:

• Providing service to the Museum visitor as a continuation of the Museum experience,
• Generating income for the Museum through sales
• Developing new merchandise to increase profitability of gift shop
• Maintaining inventory of store items and placing re-orders

Responsibilities:

Within the limits of the Articles of Incorporation, Bylaws, and Policies of the Board of Directors, the Membership & Volunteer Coordinator is responsible for, and has commensurate authority to accomplish, the execution of the duties listed below. They may delegate, as appropriate, certain aspects of those responsibilities, along with corresponding authority.

The responsibilities described herein reflect the general details considered necessary to describe the principle functions of the position identified and may not be construed as a complete description of all the requirements that may be inherent in the position.

• Opens & Closes The Historic House & Gallery
• Coordinates all volunteers (Museum, Garden, and Community Service)
• Keeps informed of professional methods and literature regarding volunteer management
• Gives direction to volunteer staff regarding regular volunteer activities as well as special projects
• Works with the Curator to assure best possible training for Museum volunteers
• Aids in the scheduling of educational use of Museum exhibitions, collections, and facilities
• Provides appropriate clerical support and assistance with volunteer recruitment
• Maintains proper inventory storage and controls
• Hires, trains, and schedules paid and volunteer staff
• Safeguards daily receipts and strictly accounts for funds
• Undertakes overall management of the Museum Shop and museum sales, and develops operational policies and procedures related to sales transactions, accounts, customer service and other related areas
• Collects statistics on volunteer hours; Maintains volunteer files
• Serves as a member of the museum newsletter editorial team
• Helps and assists with museum programming for the exhibits (Polasek Nights and workshops that would bring more people to the museum)
• Assists and supervises during Paint Out Week (schedules volunteers & ensures all art sales are done correctly)

Relationships:

• CEO/Executive Director: Responsibility flows downward from the Museum CEO/Executive Director to the Membership & Volunteer Coordinator. With that responsibility must come the commensurate amount of authority to implement plans and programs to achieve desired results.
• Department Heads: Works hand in hand with Department Heads on projects and assists when needed.
• Miscellaneous: Will establish and maintain cordial relations with civic groups and governmental agencies dealing with the Museum, as directed by CEO/Executive Director. Will communicate the goals of the Museum to its various constituencies. Will attend appropriate professional meetings on international, regional, state and local levels.

Estimated Salary: $39,000-$41,000

Benefits: We provide a Qualified Small Employer Health Reimbursement Account (QSEHRA)