Here is our volunteer coordinator job description...

Nick Ciotola
Historical Society of Western Pennsylvania


JOB TITLE:  Volunteer Coordinator

DEPARTMENT/DIVISION:   Education/Education


JOB SUMMARY:   Briefly describe the job by addressing the following items:
(a) major purpose of the job; and, if the job is supervisory, (b) the major
purpose of the reporting workforce.

Identify volunteer needs of all Departments and Divisions. Work
cooperatively with Departments to recruit appropriate quantity and quality
of volunteers to assist staff with on-going and specific tasks, events and
activities. Initiate schedule for volunteers. Maintain and regularly
evaluate volunteer program. Recruit, train and schedule docents conducting
tours of permanent and changing exhibits. Assist in developing and training
volunteers for Outreach Speakers program.

Reports to __________________________.


DUTIES AND FUNCTIONS:   Categorize the job into functions.  List the tasks
and duties that illustrate each function.  Assign a percentage of time spent
on each function -- indicating that percentage in parenthesis at the end of
the function.


Work cooperatively with every Department Head to identify need for
volunteers in their departments (10%)
Provide volunteer job description forms to every Department Head
Maintain file of all volunteer job descriptions
Identify volunteer positions and number of volunteers needed by each
department for the       year

Recruit volunteers (45%)
Set recruitment goals for the year based on the skills and number of
volunteers needed by each department
Follow-up on inquiries, and staff and volunteer referrals for candidates
Provide all staff with a volunteer application form and produce a list every
two months (or quarterly) of the Historical Society's volunteer needs by
Department (include on-going, occasional and one-time volunteer
opportunities)
Provide recruitment information for all staff conducting outreach
presentations
Conduct telephone solicitation of volunteers to selected organizations
Send volunteers who have completed the application process to the Department
Head for the area that matches volunteer interest with department's need
Evaluate recruitment strategies annually

Maintain volunteer program (45%)
Maintain database of volunteers, number of hours, availability, areas of
volunteering, and any other pertinent information
Develop, schedule and conduct institution-wide volunteer orientation program
on a regular basis (every four, six or 12 months)
Serve as a resource to Department Heads who need information or materials in
developing specialized training for volunteers in their areas
Develop and conduct regular evaluations with every Department Head and
volunteers to measure strengths and weaknesses of the volunteer program
Make improvements to the volunteer program as indicated by the evaluations
Provide regular communications to all volunteers through written memos, a
volunteer newsletter, or meetings
Write a regular "Volunteer Column" for Making History newsletter
Plan and implement volunteer enrichment, social and recognition activities
two or three times a year
Maintain general fund and special project budgets related to volunteer
program
Train and schedule docents for exhibit tours
        Assist with development and training of volunteers for Outreach
Speakers program

DECISION MAKING:   Describe and illustrate the routine and difficult
decisions incumbents are expected to make in typical job situations.

Routine decisions for this position include: identifying and matching
volunteers with opportunities; selecting best time to regularly schedule
volunteer orientation, enrichment and recognition programs; selecting
improvements to make in the volunteer program; and prioritizing tasks to
maintain correct balance between time spent recruiting and maintaining
volunteer program.

Difficult decisions for this position include: determining the most
effective and efficient way to maintain regular communications with entire
volunteer corps; responding to complaints from volunteers; working out
difficulties between volunteer and the staff person they report to.

JOB SCOPE/IMPACT: For a typical incumbent, report the scope or impact of the
job.

The Coordinator reports to the Director of Education. The Volunteer
Coordinator is a full-time, paid position without responsibility for
supervising paid staff. The Coordinator maintains general fund expense and
special project revenue and expense budgets.

KEY CONTACTS: Identify the nature and type of contacts which the job
requires, normally outside of the immediate work group, and indicate if
these are patrons, peers, etc.  (Use an additional sheet of paper if
necessary).




-----Original Message-----
From: [log in to unmask] [mailto:[log in to unmask]]
Sent: Wednesday, August 29, 2001 2:03 PM
To: [log in to unmask]
Subject: sample job descriptions


I'm looking for sample job descriptions for a Volunteer
Coordinator.  My museum is currently restructuring and
looking to bring in a full time person to handle all
aspects of volunteer management.  If you have such a
description and are willing to share, please respond on
or off the list or fax it to 626/968-2048 Attn: Karen
Wade.  Thanks in advance for your help.

Carol Henderson
Eductional Programs Manager
Homestead Museum
City of Industry, CA

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