Reports To: Volunteer Coordinator
Location: Medora Office
The Assistant Volunteer Coordinator (AVC) for the Theodore Roosevelt Medora Foundation (TRMF) works at the direction of and in coordination with the Volunteer Coordinator to assist in all aspects of the Volunteer Program.
Responsibilities and Duties
- Volunteer Support – provides support and assistance to the volunteers in the form of equipment, supplies and materials, direction and problem solving as they perform their duties out in the various TRMF venues.
- Team Player –works alongside the Volunteer Coordinator and leadership team in the process of formulating structures and organizational processes that build TRMF for effective and efficient recruitment, enlistment and utilization of the volunteers who are integral team members with the TRMF organization.
- General Assistant – performs duties as assigned by the Volunteer Coordinator that support the day-to-day planning and operations of the Volunteer Program.
- Assists the Volunteer Coordinator in preparing and managing the volunteer application process. The range of duties may include:
- Update the website information and on-line forms and process used
- Select volunteers
- Complete the notification and acceptance process for confirming volunteer and finalize the databases pertaining to each session
- Prepare materials that provide volunteers the needed information for coming to Medora
- Supports the maintenance and updating of TRMF’s volunteer database
- Communicates with Volunteer Coordinator to assist in tracking potential/interested volunteers for future sessions.
- Operational -
- Assist the Volunteer Coordinator in defining the duties and expectations for all venues supported by volunteers and assists in training the volunteers for those duties.
- Collaborate with the Volunteer Coordinator in building master schedules for each session.
- Trouble shoot issues that arise for the volunteers at the venues or with staff and report these effectively and accurately to the Volunteer Coordinator.
- Provide input and assistance to the Volunteer Coordinator to ensure volunteer safety is a priority in all of the environments in which they work and stay during their time in Medora.
- Assist Volunteer Coordinator in the weekly wrap-up meetings and ensures all supplies and material are prepared.
- Maintains an up-to-date database of the volunteer evaluations and provides reports as requested.
- Prepares all orientation packet materials
- Sends “thank you” cards to volunteers at the end of each session. Maintain the database with this information.
- Coordinates with the Volunteer Coordinator to revise and update all documents that describe and support the volunteer program such as the Volunteer Handbook, job descriptions and general Medora information.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
- Excellent verbal and written communication skills
- Excellent interpersonal and customer service skills
- Ability to build and maintain positive working relationships
- Excellent decision-making skills.
- Ability to work both independently and with a team.
- Demonstrate initiative and willingness to take on task and/or problem solve.
- Effective time management skills
- Able to adapt to change and flexible in planning and expectations.
- Proficient with Microsoft Office Suite or related software.
- Demonstrates a basic understanding of tourism
- Ability to maintain confidentiality as needed around volunteers, TRMF, Guests and Staff.
- A flexible schedule to meet the demands of TRMF seasonal operations; to include days, evenings, weekends and holidays.
Education and Experience
- Bachelor’s degree in Business Administration, Nonprofit Management, Human Resources or related field preferred.
- Certificate in Volunteer Management preferred.
- Two years of relevant experience in Volunteer Management preferred
- Demonstrated experience in mid-level administrative work or leadership.
- Demonstrated understanding of nonprofit organizations and fund raising
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
- Working outdoors in varied conditions
- Frequent walking, standing, lifting, bending, using stairs
- Repetitive use of hand and arms
It is the policy of TRMF to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, TRMF will provide reasonable accommodations for qualified individuals with disabilities.