Volunteer Program Coordinator

Reports to: Public Engagement Manager

Department: Public Engagement

Effective: January 2025

Background:

The Garfield Park Conservatory Alliance (GPCA) was formed in 1995 and incorporated in 1998 as a private, non-profit organization committed to the restoration and revitalization of the Garfield Park Conservatory. While the Conservatory is owned and operated by the Chicago Park District, GPCA is responsible for developing and funding quality programs and events, promoting community engagement and enhancing visitor services. In its 25 years, the Alliance has facilitated exponential growth at the Conservatory, welcoming more than 323,000 visitors in 2024.

The Department of Public Engagement supports the mission of the Garfield Park Conservatory Alliance by changing lives through the power of nature, and is dedicated to developing, implementing, and facilitating a heightened interest and deeper understanding of the plant world, both inside and beyond the Conservatory’s glass walls.

Position Summary:

The Volunteer Program Coordinator Primary responsibilities:

1. Scheduling and monitoring day-to-day activity of all Conservatory volunteers;
2. Recruiting, screening, orienting, and placing new volunteers in meaningful positions;
3. Maintaining and improving paperwork and procedures, volunteer database, and tracking systems;
4. Coordinating volunteer needs for GPCA special and corporate volunteer events.
5. Maintaining professional communication with volunteers and staff;

This position strives to create a welcoming and inclusive space for volunteers of varying knowledge, abilities and experience.

Position Responsibilities:

• Work with the GPCA team and Chicago Park District staff to identify volunteer needs that support organizational goals.
• Facilitate volunteer recruitment, including screening, selecting and placing volunteers; oversee and maintain all volunteer paperwork and scheduling and assist co-workers with scheduling volunteers for specific areas and special events.
• Facilitate group volunteer projects including recruitment, planning and coordinating details with staff; assist with leading if working with a GPCA staff member project.
• Maintain consistent and professional communication with volunteers and staff, including monthly volunteer e-newsletter.
• Maintain (and improve) volunteer check-in, tracking and database systems including data entry and creating reports.
• Work to improve group volunteer opportunities and recruiting systems.
• Enhance corporate volunteer group stewardship in collaboration with management and Development team.
• Work with management to plan and facilitate annual volunteer appreciation event and regular appreciation activities.
• Work with management to provide specialized content and continuing education training for volunteers.
• Collaborate with manager to create program supply lists aligned with budget, including the submission of purchase orders and the procurement of supplies.
• Work with management to conduct annual surveys on volunteer engagement and satisfaction and implementing feedback to improve programs.
• Work with staff to create new volunteer programs including exhibits assistance, community engagement, and class assistance.
• Assist Public Engagement staff with internally led programs when needed (e.g. tour guide training, plant propagation, Music Under Glass, etc.)
• Coordinate volunteer groups to plant and lead the Daffodil Ribbon planting with the Community Engagement Manager and Chicago Park District staff.
• Coordinate volunteers to bag and prep tulips for the Tulip Giveaway and work closely with the Community Engagement Manager and Development Manager to coordinate the event.
• Work with staff, including the Accessibility Coordinator, to provide accommodations as requested by volunteers.
• Other duties as assigned within the scope of this role

Qualifications:

• Knowledge and experience working with volunteers within a garden, museum, zoo, nature center or other public facility;
• Understanding of the expanding scope of volunteerism and the field of volunteer coordination;
• Be able to work a consistent schedule Tuesday-Saturday;
• Skill in task analysis and the ability to manage details with consistency;
• Strong interpersonal skills a must; ability to work individually or within a group also a must;
• Comfort with computers, especially Microsoft Office programs, is essential;
• Enthusiasm, positive energy and sense of humor;

Preferred Qualifications

• Preference for West Side (Garfield Park, Austin, North Lawndale, West Humboldt Park) applicants
• At least one year of experience working in an administrative role.
• Horticulture or gardening experience a plus.

LOCATION, SCHEDULE & COMPENSATION:

• Compensation range: $21.15 – $22.19 hourly (roughly $44,000-$46,000 per year depending on skills & experience)
• Hours are generally Tuesday - Saturday, between 8:00 am to 4:00 pm, but may fluctuate based on program needs.
• Some evenings required
• Benefits include medical, dental, vision insurance, company-paid short-term and long-term disability and life insurance. We provide paid time off including: two weeks of vacation (accrued monthly), 11 paid holidays, 6 paid leave days and paid sick time.

Garfield Park Conservatory Alliance (GPCA) is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind.

GPCA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at GPCA are based on the organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. GPCA will not tolerate discrimination or harassment based on any of these characteristics. GPCA encourages applicants of all ages.