Volunteer Coordinator

May 07 2022
Honolulu Museum of Art |Honolulu|Full Time
Job Description

To review our benefits package and apply directly, please visit https://honolulumuseum.org/employm​ent


Job Title: Volunteer Coordinator

Job Status: Full-Time, FLSA Non-Exempt

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. Some evenings and weekends.


Job Summary: 

Under the general direction of the Director of Human Resources, the Volunteer Coordinator plans, organizes, implements, and manages a coordinated, museum-wide volunteer program; the coordinator interacts with all operational and programming areas of the museum to ensure a consistent volunteer experience. This position also supports the Human Resources Department with general administration tasks such as talent management, benefits enrollment, and records management.


Minimum Qualifications: 

  • College degree or an equivalent combination of education, training, and experience.
  • Two years of experience overseeing a volunteer program.
  • Experience in volunteer program development and implementation through volunteering, sourcing, and recruitment.
  • Basic understanding of museums or non-profit organizations.
  • Proficiency with MS Office. Outstanding communication, active listening, and interpersonal skills. 
  • Ability to handle data and information with confidentiality.
  • Excellent time management skills.
  • Ability to think strategically, deliver results, facilitate and influence others, and problem solve beyond temporary solutions.
  • Ability to: establish and maintain working relationships with staff, volunteers, and members of the public; exercise tact and diplomacy at all times; and demonstrate an understanding of protocol and sensitivity to cultural diversity needs.
  • Ability to motivate a diverse group of volunteers, providing consistent, equitable, and ongoing recognition for their service, and highlighting volunteer contributions to the museum staff.

Desired Qualifications:

  • Understanding of Honolulu Museum of Art’s (HoMA) established identity and dedication to advancing it.
  • Highly intelligent self-starter who is committed to the museum’s mission and values.
  • Traits of honesty, integrity, enthusiasm, and perspective; a very strong work ethic, supported by commitment and follow-through.
  • Intelligent self-starter who is committed to the museum’s mission.
  • Proven ability to lead and build the capabilities of a driven, bright, diverse team, as well as develop a top-notch work and volunteer force.
  • The traits of honesty, integrity, enthusiasm, and perspective; a very strong work ethic, supported by commitment and follow-through.

Core Competencies:

  • Adaptability
  • Business Acumen
  • Change Management
  • Effective Communicator
  • Cost Consciousness
  • Initiative and Judgment
  • Planning and Organizing
  • Professionalism
  • Problem Solver
  • Technology savvy

Essential Duties:

  • Assesses opportunities related to volunteerism and designs a comprehensive plan to attract, engage, evaluate, and recognize a large, institution-wide, multi-role volunteer program.
  • Assesses and responds to volunteer inquiries about volunteering and coordinates recruitment strategies. Responsible for aiding in the retention of volunteers by ensuring a quality experience through relationship building, implementation of volunteer retention programs, and organizing volunteer recognition events.
  • Develops standard operating procedures and cross-program training. Collaborates with all departments to identify available opportunities for program capacity building, including development of volunteer opportunities. 
  • Designs, executes, and maintains the internship program, creating straightforward consistent measurements of success.
  • Responsible for resolving issues that volunteers encounter. Works directly with the appropriate staff member(s) to determine the cause of these issue finding resolutions. Sets policy expectations and best practices for staff and volunteers and follows up with volunteers and staff regarding prior questions.
  • Conducts new volunteer orientations: introduces new volunteers to museum, staff and other volunteers; trains the volunteer in museum policies and procedures to ensure a positive volunteer experience; and ensures volunteers receive appropriate ongoing training.
  • Gathers information about volunteers’ skills, availability, and goals; matches volunteers with appropriate opportunities based on departmental needs.
  • Regularly communicates with volunteers to ensure placement is a good fit for their skills and goals.
  • Schedules, coordinates, and assigns volunteers to appropriate departments, supervisors, and/or mentors.
  • Maintains physical and digital files, records, applications, and other data concerning volunteer program.
  • Coordinates with necessary departments on an annual volunteer appreciation and recognition events including planning, implementing, and staffing. 
  • Attends various events and programs throughout the year to provide tools and resources to manage volunteers.
  • Inputs and tracks volunteer hours into museum volunteer database (Tessitura).
  • Develops and documents policies and procedures relevant to volunteer operations in alignment with HoMA’s institutional policies.
  • Assembles and analyzes relevant data, and prepares and delivers weekly, monthly, and other reports as requested, detailing volunteer activities.
  • Stays abreast of industry standards and best practices. 
  • Participates in museum-wide task forces and project committees, including exhibitions and programs on an as-needed basis.
  • Performs other related duties as assigned to support the Human Resources Department and Volunteer Program. 

Traits and characteristics:

  • Traits consistent with HoMA’s values, which include honesty, integrity, enthusiasm, and perspective. 
  • A very strong work ethic, supported by commitment and resolve.
  • Must be bright, diplomatic, analytical, of the highest integrity, and possess sound judgement.
  • Needs to be a proactive problem solver.

Working Conditions and Atmosphere: 

The Volunteer Coordinator works with minimum supervision. Work will often be performed with short deadlines and situations sensitive to the Museum. Regular office hours are required. Due to the nature of the responsibilities, evening and weekend work is sometimes required, and at times may be on an emergency basis.


Diversity, Equity, Accessibility, and Inclusivity:

HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ community.  


Equal Employment Opportunity:

HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record, citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state or local law.

The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered to be an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. 

HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the Museum. Any form of harassment of any employee because of any protected status is also prohibited.


To review our benefits package and apply directly, please visit https://honolulumuseum.org/employm​ent