Volunteer Engagement Coordinator

Please email a Resume and Cover Letter to: jobs@aquarium.org

This full time, permanent position offers competitive benefits including medical, dental, and vision. The Aquarium additionally offers a 403b matching retirement account, 16 vacation days, 9 holidays, paid sick time, and an Employee Assistance Program.

This position is non-exempt according to the Fair Labor Standards Act.

The Oregon Coast Aquarium is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

OREGON COAST AQUARIUM, INC.

POSITION DESCRIPTION

POSITION TITLE: Volunteer Engagement Coordinator

REPORTS TO: Volunteer Engagement Manager

STATUS: This full-time, hourly, benefited position is considered non-exempt according to the Fair Labor Standards Act.

HOURS OF WORK: Tues-Sat or Sun-Thurs from 8:00 am to 5:00 pm. This schedule varies with the program's seasonality. Occasional after-hours work is required for events and other projects.

JOB SUMMARY: The Volunteer Engagement Coordinator works with the Volunteer Engagement Manager to strengthen the connection between volunteers and the Aquarium, ensuring a positive, inclusive, safe, and mission-driven volunteer experience. This position serves as a resource for both adult and youth volunteers. It is responsible for proactively and enthusiastically engaging volunteers in a variety of volunteer programs that support the Oregon Coast Aquarium’s mission and programming. In partnership with the Manager, oversight of programming includes guest concierge, interpretation, horticulture, animal care, dive, group service projects, and special event support.

GENERAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS

VOLUNTEER RECRUITMENT & ONBOARDING:

In partnership with the Manager:

• Recruit volunteers through proactive community outreach, job fairs, and local partnerships.
• Maintain current volunteer position descriptions and program needs for guest concierge, interpretation, and horticulture volunteers.
• Conduct applicant screening and interviews for guest concierge, interpretation, and horticulture volunteers.
• Coordinate and lead volunteer information sessions and new volunteer training classes.
• Ensure that volunteers are managed in a manner consistent with the Aquarium’s values and policies, collaborating closely with the Volunteer Engagement Manager in this capacity. Support the Aquarium’s growth by incorporating equitable practices in our volunteer program.

TRAINING, SUPPORT & SUPERVISION:

In partnership with the Manager:

• Provide ongoing support to volunteers and serve as a point of contact for questions and concerns and address any needs.
• Design, deliver, and coordinate new volunteer training, continuing education, and volunteer enrichment sessions in partnership with staff across departments.
• Promote a safe work environment by enforcing aquarium policies and safety procedures.
• Attend interpretive and dive team pre-shift check-ins, and regularly visit husbandry, clerical, and horticulture volunteers to provide direct staff presence and support, provide information, and answer questions.

SCHEDULING & COMMUNICATION

• Provide exceptional and timely service to volunteers and staff in person, by phone, and by email; respond to inquiries and requests from the public, volunteers, staff, and community partners.

2. Proactively manage the daily schedules for guest-facing volunteer roles, ensuring proper coverage for exhibits such as the Aviary and Touch Pool, and addressing volunteer attendance concerns.

3. Collaborate with the manager to deliver engaging, effective, and accurate communications to all volunteers through email, newsletters, digital platforms, and in-person check-ins.

4. Track volunteer hours and maintain accurate records using Volgistics (volunteer management software) confidentially.

PROGRAM ADMINISTRATION & EVALUATION

1. Complete and/or coordinate the volunteer program administrative tasks, including data entry, years/hours of service recognition, paperwork renewals, digital filing, background checks, and more.

2. Support the development of new volunteer roles and program improvements.

3. Maintain volunteer uniform stock and fill volunteer uniform requests.

4. Maintain the biofact cart collection for interpretive use and proactively work with adult interpretation volunteers to train and model the use of guest engagement resources.

5. Consult with the Volunteer Engagement Manager and other Aquarium staff on the feedback, coaching, and discipline process of volunteers when needed, providing leadership when necessary.

6. Assist with updating and maintaining the volunteer database, email, volunteer manuals, policies, volunteer position descriptions, communications, and newsletters where applicable.

7. Perform other related duties of a comparable level/type as assigned.

RECOGNITION & ENGAGEMENT

1. Cultivate a warm, welcoming, and inclusive culture that values volunteers’ contributions.

2. Working with the Manager, plan and execute volunteer appreciation events, awards, and other recognition or social activities.

3. In collaboration with the Volunteer Engagement Manager and Youth Engagement Coordinator, plan and organize annual recognition, holiday, and other events; all volunteer meetings; Lead Interpreter meetings; Volunteer Training Coach meetings, etc.

4. Fill in as an aquarium interpreter when needed.

CROSS-DEPARTMENT COLLABORATION

1. Build strong relationships with staff and volunteers to ensure successful volunteer support.

2. Participate in Aquarium committees as a Mission Engagement Department representative. Contribute as appropriate and serve as a liaison among the department, the committee, and the volunteers.

The above accountabilities represent work performed by this position and are not all-inclusive. The omission of a specific accountability will not preclude it from the position if the work is similar, related, or a logical extension of the position.

SUPERVISORY RESPONSIBILITY

Under the direction of the Volunteer Engagement Manager, supervises the volunteers.

KNOWLEDGE, SKILLS, AND ABILITIES (Minimum levels)

A bachelor’s degree or experience that demonstrates knowledge and skills in education/interpretation, volunteer management, or a closely related field.

The ability to gain and hold an Oregon driver’s license is preferred.

Knowledge of

• Principles and techniques of program and project management.
• Best practices of volunteer management methods.
• Multiple learning styles, natural history interpretation, or another relevant area, and other techniques pertinent to informal interpretation environments.
• Must have confidence and comfort working with adult learners and community partners.
• Fundamentals of group management.
• Customer service best practices.
• Group dynamics and group problem-solving techniques, such as leading meetings, gaining support while dealing with complex subjects, resolving conflicts, and reaching consensus.
• Ability to thrive in a dynamic environment, including managing time among multiple projects.
• Ability to work independently and with teams and demonstrate leadership qualities.
• Strong oral, written, and interpersonal communication skills.

Required skills, abilities:

• Experience in volunteer management, community engagement, education, nonprofit work, or related fields.
• Interest or experience in marine science and marine conservation.
• Model an active and personal commitment to diversity, equity, and inclusion.
• Enjoy working with a wide range of people and demonstrate sensitivity to the rewards and challenges of working with volunteers.
• Ability to relate effectively with people from various cultures, communities, generations, and lived experiences.
• Ability to gain the trust of others and establish credibility to interact effectively with and provide guidance to staff, volunteers, and guests.
• Comfort speaking in front of groups and leading training.
• Excellent organizational and time-management abilities.
• Proactively solve problems, leading to positive outcomes.
• Comfortable using email and phone for frequent communications with volunteers.
• Ability to work weekends, holidays, or evenings as needed for events or volunteer coverage.
• Proficiency with Microsoft Office, Google Drive, and volunteer management software (or ability to learn quickly).

Preferred

• Experience in an aquarium, zoo, museum, environmental education center, or conservation organization.
• CPR/First Aid certification.

PHYSICAL DEMANDS:

The work involves considerable standing and walking throughout the day, up to 8 miles. The ability to ascend and descend ladders/steps is required. The ability to lift and carry up to 50 pounds is required.

MENTAL, HEARING, AND VISUAL DEMANDS:

The work involves continuous mental and visual attention, involving reading, analyzing, visualizing, or otherwise performing very involved, comprehensive work.

WORKING CONDITIONS:

Some sedentary work is required when performing administrative duties at a computer station.

ATTENDANCE REQUIREMENTS:

Compliance with appropriate company standards is required.

Job Types: Full-time, Temporary

Expected hours: 40 per week

Benefits:

• 403(b) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person