Volunteer Program Coordinator

Department: Learning and Public Engagement

Reports To: Manager of Volunteer Services

Supervises: Administrative volunteers 

FLSA Salary Classification: Non-exempt 

Revision Date: 1/6/2025

Availability: 15-20 hours per week, Monday through Friday with occasional nights and weekends. 

Position Summary: 

The Volunteer Program Coordinator will perform administrative functions to support the Garden’s thriving volunteer program. This individual will work with the Manager of Volunteer Services assisting with recruitment, onboarding, database entry, and social experiences. This position will also take a leading role in volunteer recruitment for the Garden’s Major Event, Galaxy of Lights. 

Essential Functions:

• Serves as the primary orientation facilitator and assists with onboarding new volunteers. 
• Utilizes the Garden’s volunteer database system, Volgistics, for data entry, reporting, and volunteer communication. 
• Coordinates and monitors volunteer sign-ups for organizational needs. 
• Leads volunteer recruitment for Major Events, including Galaxy of Lights. Assist with Major Event nightly volunteer check-in.
• Trains and coordinates work for weekly administrative volunteers.
• Assists with volunteer social experiences and bi-annual meetings. 
• Other duties as assigned. 

Minimum Qualifications:

High school diploma or GED required and at least 6 months of experience working in a business office or coordination role.

Success Factors:

• Proficient in Microsoft Office applications and comfortable with the use of technology is expected. 
• Ability to analyze and synthesize large volumes of information and must be able to maintain the confidentiality of privileged information. Preferred candidates must be comfortable using multiple communication channels such as phone, e-mail, Microsoft Teams, and in-person meetings. 
• A commitment to, and ability to effectively convey, the Garden’s mission of connecting people with plants with a genuine passion that also embraces and exemplifies the Garden’s core values.
• Public service attitude and genuine enthusiasm to work with people of various backgrounds, maintaining a flexible, constructive, courteous approach to working with volunteers. Sense of responsibility in the area of safety, including appropriate radio use and basic safety measures.

Preferred Qualifications:

• At least 2 years of experience in a business office or coordination role is desired. 
• Experience working with the volunteer database, Volgistics or similar.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Physical Demands: Continuously working in a stationary position indoors with occasional physical activity. Occasional lifting and carrying (up to 20 lbs.), ability to traverse Garden on paved, wood-chipped, and dirt paths over varied and uneven terrain. 
• Work Environment: Work is performed primarily indoors with some outdoor requirements during events. This person in this position frequently communicates with volunteers. Must be able to exchange and record accurate information in these situations. 
• Equipment: Constantly operates a computer and other office machinery such as a copy machine, phone, and badge printer. Training will occur on the proper use of two-way radio.   

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job, and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually.

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.