Volunteer Programs Assistant

About the Role

The Division of Education and Public Engagement, the Volunteer Programs Assistant supports the daily operations of volunteer programs at The Huntington. Reporting to the Assistant Director of Visitor and Volunteer Engagement and working closely with the Docent Coordinator, the Assistant supports the administrative aspect of running the volunteer program, which includes organizing and analyzing data, scheduling virtual and online meetings and trainings, supporting recruitment and orientation efforts, tracking and analyzing participation and engagement data, and building positive relationships with community members.

This full-time role requires strong organizational skills and attention to detail. S/he/they will demonstrate a background of working directly with people from diverse racial, ethnic, geographic, and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.

The work schedule is Sunday-Thursday.

Essential Duties

• Provide telephone and email coverage for the volunteer office to include volunteer support needs, and application status updates to prospective volunteers.
• Maintain and update the volunteer portal and database, including contact and emergency information, areas of service, volunteer status and hours of service, and updating resource pages.
• Analyze data collected from volunteers including hours reports, and survey and engagement data.
• Create and update tutorials for the volunteer portal for both staff supporting volunteers and volunteers.
• Schedule, set up monthly and quarterly volunteer meetings.
• Setup and teardown coffee service and check-in volunteers.
• Communication with scheduled speakers, special events, and audio-visual teams.
• Aid in the planning, scheduling and implementation of all-volunteer recognition events.
• Support the development of volunteer resources and educational materials.
• Provide support and coordination of other projects as assigned, including program facilitation as appropriate.
• Participate in interdepartmental and cross-divisional teams in the development of collections-based programs.
• Remain up to date in knowledge of volunteer management, museum education practices, curriculum development, and current issues and practices in informal and formal education.

Candidate Knowledge, Skills, And Abilities

• 1-2 years’ experience assisting with program or project activities, including scheduling, communications, or registration processes, and/or related educational activities.
• Experience in tracking budget, program or project goals, communications, and activities.
• Ability to communicate clearly through written and verbal forms.
• Experience in database management; VMS experience preferred.
• Ability to work independently as well as part of a team.
• Ability to meet deadlines and multitask.
• Ability to manage projects from start to finish and meet deadlines appropriately.
• Advanced PC computer knowledge: MS Office, especially Excel, Outlook, and PowerPoint.
• Demonstrated experience working with people from diverse backgrounds, experiences, generations, and cultures.
• Demonstrated experience in customer service and communicating diplomatically.
• Demonstrated ability to be flexible and meet changing needs and expectations.

Working Conditions

• Office, botanical garden, library, and art gallery settings.
• Must be physically able to move around a 200-acre site and able to lift 20 pounds.

Compensation & Benefits

• Pay Rate: $22.00/hr.
• Medical, Dental, Vision
• 403(b) retirement plan and matching retirement plan with an outstanding employer match
• Hybrid remote work schedule available for applicable positions
• Considerable paid time off, including annual leave, sick leave, and holidays
• Discounts for staff in The Huntington Store and restaurants
• Free admission to various museums and cultural institutions
• Free passes each month to welcome family and friends to visit the grounds

Application Process

Please submit a cover letter and CV/resume as a single PDF attachment. You will have the opportunity to submit additional documents on the “My Experience” section of the application.