Volunteer Coordinator

This is an excellent opportunity for a highly organized, self-motivated and customer service-oriented individual to join dynamic and supportive HR Team as a Volunteer Coordinator. The Volunteer Coordinator is responsible for developing, coordinating and maintaining the Air Zoo’s volunteer and unpaid internship programs. This role supports the museum’s mission by engaging community members and students in meaningful, educational, and service-oriented opportunities that enhance the museum’s operations and visitor experiences. Additionally, this position provides administrative support to the HR and Finance departments.

Primary Duties and Responsibilities

1. Responsible for the recruitment and onboarding volunteers and unpaid interns.

a. Develop recruitment strategies, promoting volunteer and internship opportunities.

b. Coordinate and facilitate quarterly Meet & Greet presentations to engage potential candidates.

c. Conduct interviews and collect screening requirements to evaluate applicant qualifications and suitability for volunteer and internship roles.

d. Facilitate introduction meetings and interviews between potential candidates and department managers to identify volunteer/intern needs and placement opportunities.

e. Match volunteers and interns to positions based on interest, educational goals and expertise.

f. Participate in new team member orientations to familiarize new volunteers, employees and interns to their roles and the Air Zoo’s policies.

2. Plan and execute appreciation and recognition activities, events and communications.

a. Organizes training sessions to ensure volunteers receive the necessary training to understand their roles and expectations.

b. Maintains regular communication with volunteers, offering feedback, recognizing contributions, and fostering a positive and inclusive environment.

c. Send personal greetings to volunteers and staff as a gesture of appreciation and care.

d. Send weekly volunteer updates and monthly employee newsletters on behalf of the volunteer program and human resources department.

e. Plan volunteer appreciation activities for the annual National Volunteer Week, the volunteer picnic and holiday party.

f. Create the annual Volunteer Yearbook by collecting photos, highlights, achievements and events of the year.

3. Provide guidance and support to volunteers and interns.

a. Track and input volunteer hours in in the volunteer database, ensuring accurate and timely entry of volunteer hours and demographic information.

b. Notify the Membership Manager of volunteers who reach membership eligibility.

c. Monitor and track volunteer hours and milestones including the 100-hour mark, and issuing complimentary shirt, AZVG pins and lifetime memberships.

d. Monitor intern performance with progress reports and evaluations, providing feedback and support as needed.

e. Address concerns or issues that arise with volunteers, helping to resolve disputes as necessary.

f. Assist in sending appropriate cards, gifts or donations to staff and volunteers.

g. Regularly visit all volunteers to connect, engage and support.

h. Assist in the development and management of the Air Zoo Volunteer Group Advisory Committee.

4. Provide support to HR and Finance departments.

a. Assist in recruitment of employees as needed, conducting phone screens and reference checks, scheduling interviews.

b. Assist in guiding candidates through the pre-employment process including initiating drug screens, background checks and onboarding documentation process. Ensure timely completion of onboarding documents.

c. Prepare and maintain orientation materials new hire/orientation sessions for staff and volunteers.

d. Assist with employee and volunteer, communications, monthly meetings, All Teams Meetings, events, and special projects.

e. Support administrative projects, assist with various administrative tasks and digital file maintenance as required.

f. Assist Accounts Payable functions, match invoices, receiving slips and purchase orders or contracts, verifying pricing and quantities. Code and enter invoices into the Accounts Payable system.

g. Track staff credit card activity, review supporting documentation, and record transactions in to accounting system.

Description of Primary Attributes

General Development

1) Ability to work independently and part of a collaborative team.

2) Effectively responds to changes in circumstances, workflow and priorities.

3) Demonstrates advanced organizational skills, in order to organize and prioritize projects.

4) Ability to work occasional evenings/weekends as needed.

Professional and Technical Knowledge

1) Bachelor’s degree in human resources, museum studies, education or related field l or equivalent relevant work experience.

2) Experience in coordinating volunteer or internship programs, preferably in a museum, nonprofit, or educational setting.

3) A strong understanding of the museum’s purpose and goals to serve as a liaison between volunteers/interns and museum staff.

Technical Skills

1) Proficiency in Microsoft Office, HRIS, and volunteer management software (e.g. Paycor, Better Impact).

2) Ability to maintain accurate and up-to-date employee, volunteer and intern records.

3) Proficiency in Canva for creating name tags, flyers, newsletters and other materials.

Communication Skills

1) Ability to effectively communicate with staff, vendors and guests.

2) Ability to effectively articulate ideas and messages clearly and concisely, through emails, presentations, social media posts and advertising copy.

Working Conditions/Physical Requirements

1) Ability to stand, walk, stoop, kneel, crouch, frequently sit, and lift up to 25 lbs.

2) Visual acuity to use keyboard, operate office equipment, and read printed material and regularly required to talk and hear.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

COMMITMENT TO INCLUSION: We believe in a skills-first approach to recruitment and hiring. This means we focus on what you can do and how you can grow, rather than traditional metrics alone. We are committed to adhering to anti-exclusion practices, removing barriers to access, and enhancing opportunities for all individuals based on merit and potential. Your skills, experiences, and perspective are valuable – and we want you empower you to make your mark at the Air Zoo.

TO APPLY: email your Resume, Cover Letter and List of 3 References to careers@airzoo.org

If you have questions or need assistance applying to this position, please email us at careers@airzoo.org

Job Type: Part-time

Pay: From $18.25 per hour

Expected hours: 22 – 28 per week

Benefits:

• Employee assistance program
• Employee discount
• Flexible schedule

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $18