Coordinator, Volunteer Development

JOB TITLE: Coordinator, Volunteer Development

DEPARTMENT: Education Programs

REPORTS TO: Manager, Volunteer Development

CLASSIFICATION: Full-Time, Non-Exempt

REMOTE WORK ELIGIBILITY: Occasional

GENERAL SUMMARY

Under the guidance of the Manager, Volunteer Development, the Coordinator, Volunteer Development is responsible for all docent scheduling and supports the recruitment, selection, and training of docents, helping to cultivate a skilled volunteer team that delivers exceptional visitor experiences.

ESSENTIAL FUNCTIONS

• Coordinate incoming communications regarding the docent program and training via telephone, email, and in-person. Triage needs and respond when within scope and refer to other staff when necessary.
• Administer and maintain the docent scheduling platform, ensuring accurate schedules, volunteer assignments, system records, reporting, and effective user support.
• Review the self-scheduling of docents and seek coverage for unfilled shifts
• Coordinate and schedule requested tours for senior groups, adult groups, event groups, stakeholder groups, and other community partners.
• Complete docent training to understand the scope of the program.
• Conduct tours and provide support for docents when there are absences in the program.
• Maintain statistics and generate reports for docent programs and education programs.
• Schedule and coordinate annual workshops for the docent committee and training sessions for docent trainees during active training cohorts.
• Support the recruitment, selection, and training of docent training cohorts. Act as part of the interview panel. Prepare and assemble training materials and attend training sessions.
• Complete Administrative duties for entering contracts in Purchasing System.
• Process invoices and packing lists for payment.
• Schedule and attend meetings and appointments like general and board meetings, arrange rooms, equipment, and hospitality, and assist in the coordination of events.
• Coordinate projects for assigned projects and partnerships as assigned.
• Act as coordinator for assigned partnerships and programs.
• Apply DIA values to interactions to support a culture of belonging among internal and external stakeholders.
• Perform other duties as assigned.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

High school diploma, GED, or equivalent required. Bachelor's degree in art history, education, or related field preferred. Three (3) years of administrative experience required. One (1) year of scheduling experience preferred. Experience working with volunteers or as an educator preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated collaboration skills to work across departments and divisions internally and with diverse stakeholders externally.
• Demonstrated ability to speak publicly, including presenting or sharing information in a clear, effective, and engaging manner suited to the audience.
• Ability to communicate with, manage and oversee volunteers to complete tasks and meet expectations.
• Demonstrated research and analysis skills to identify critical information and complete projects and goals.
• Must have solid office administration skills, including ability to maintain files and keep items in a logical and organized manner and operate most office equipment.
• Demonstrated flexibility and adaptability to changes in priorities based on operational needs.
• Ability to provide information, ideas, and instructions clearly, effectively, and professionally through talking or writing.
• Demonstrated organizational skills to plan, manage, prioritize, and complete multiple on-going projects to meet deadlines and goals.
• Must have demonstrated active listening and communication skills and an ability to communicate clearly and professionally.
• Ability to communicate with and manage relationships with external stakeholders.
• Ability to work occasional weekend, evening, and holiday hours including twenty (20) Saturdays during the docent training sessions.
• Must be proficient in the latest version of Microsoft Office 365.
• Must have proficiency in the use of remote work technology such as scheduling with, connecting to, and using digital collaboration platforms such as Microsoft Teams.
• Must be able to establish and maintain professional, productive, and courteous interactions that promote positive teamwork. This encompasses going beyond giving and receiving instructions and includes but is not limited to (a) performing work activities requiring interacting or speaking with others; and (b) responding appropriately to constructive feedback or suggestions for improvement from a supervisor.

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 this job. Upon receiving notice, reasonable accommodations may be made, if possible, to enable individuals with disabilities to perform the essential functions.

Must be able to travel independently throughout different floors of the museum. While performing the duties of this job, the employee is regularly required to communicate and exchange accurate information using various methods including in-person, telephone, and email.

This job description describes the general nature of the duties and requirements of this job. It is not intended to be an exhaustive list or to limit the supervisor’s ability to modify work assignments as appropriate.

THE DETROIT INSTITUTE OF ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.