Volunteer Coordinator/Administrative Assistant

JOB POSTING VOLUNTEER COORDINATOR/ADMINISTRATIVE ASSISTANT Like to work with volunteers in a non-profit environment? Would you like to work on the beautiful mid-coast of Maine for a transportation museum that is home to a unique collection of more than 150 antique automobiles and aircraft? We have an immediate opening for a Volunteer Coordinator/Administrative Assistant, whose duties include providing administrative support for the front office and the Museum’s admissions desk and gift store and coordinating facility rentals. More importantly this position is responsible for creating, developing, and strengthening OHTM’s longstanding Volunteer Program through a robust recruitment program, OHTM off-site events, safety training, social events, and educational opportunities for Museum volunteers. DUTIES & RESPONSIBILITIES ● OHTM Volunteer Program ○ Recruit, train, supervise, retain, and recognize accomplishments of a large and diverse group of OHTM volunteers. ○ Create and deliver an all-inclusive volunteer orientation program. ○ Create a warm and welcoming volunteer community. ○ Plan and facilitate the annual volunteer recruitment banquet every May and an appreciation and awards banquet in September. ○ Encourage opportunities for greater interaction between volunteers and OHTM staff. ○ Communicate regularly with volunteers on-site and via email and phone. ○ Schedule volunteers for weekly coverage of workshops, admin projects and Museum events. ○ Coordinate resources for ongoing safety training. ○ Develop a user-friendly tracking system for volunteer hours and activities. ○ Provide HR with annual data for worker’s compensation and other required filings. ○ Work closely with the Director of Operations and program staff to identify ways for volunteers to support ongoing projects and to forecast scheduling needs. ○ Manage the budget of the volunteer program. ● Office Management ○ Provide administrative support to the Director of Operations, as needed. ○ Perform reception duties, including visitor check-in, admissions, gift store checkout, and answer multiple phone lines. ○ Follow up on general phone calls and emails, as appropriate. ○ Make a daily run to the post office to pick up/post mail. ○ Disseminate incoming mail to the appropriate staff. ○ Manage an online postage account and coordinate flow of large mailings. ○ Order office supplies and keep the supply room neat and well-stocked. ○ Manage the budget relating to office spending. ○ Ensure that the front office is always kept tidy. ● Coordination of Facility Rentals ○ Schedule and facilitate site tours for potential clients. ○ Coordinate a list of available rental spaces with size/capacity, optional floor plans and rates, as determined by the Operations Director. ○ Maintain shared calendars to coordinate rentals with internal meetings and communicate with staff in advance of facility rentals. ○ Complete contracts for facility rentals and maintain a shared filing system of rentals, as well as create and maintain a client spreadsheet. ○ Collect deposits and balances related to facility rentals. ○ Coordinate with technical and maintenance staff prior to rentals about client audio/visual needs, room setup, arrival/departure times, etc. ○ Coordinate with client vendors, as necessary (i.e., caterers, bands, etc). ○ If alcohol will be served, verify the caterer’s license to serve alcohol. ○ Coordinate with marketing staff to advertise rental program externally, list related information on the website and plan strategy for engagement. ○ Coordinate with creative staff to create signage and visuals, as requested. EDUCATION & EXPERIENCE ● Minimum Requirements: ○ Associate degree in Business, Communications, or related field ○ 1-2 years of experience working with volunteers in a non-profit setting ○ 1-2 years of experience managing an office serving 10+ employees ● Preferred Requirements: ○ Bachelor’s degree in Business, Communications, or related field ○ Experience in the tourism industry, museum admissions or event planning ADDITIONAL QUALIFICATIONS & REQUIREMENTS ● Regular weekly schedule of M-W, F 8:30-5pm and Th 8:30-7:00pm ● Commitment to a flexible, nontraditional event schedule, including approximately 14 weekend days, primarily between May and October. (Flex days may be taken to compensate for working approximately 7-9 weekends during the summer and occasionally during the rest of the year.) ● Experience in teambuilding ● People skills ● Ability to work comfortably in a high energy, open space ● Advanced written and verbal communication skills ● Proficient in Microsoft Office Suite and Google applications ● Excellent time management, organization, and prioritization skills Interested applicants should apply with a cover letter and resume to elohrman@ohtm.org.