Volunteer Engagement Manager

Description

JOB SUMMARY:

To oversee the administration of Volunteer Engagement policies, programs, practices and resources at Bok Tower Gardens. Includes all aspects of volunteer management: recruitment, screening, assessment, assignment, orientation, training, coaching, conflict resolution, recognition, retention, volunteer relations; evaluating and refining the volunteer programs; managing volunteer database. This also includes enlisting, providing, arranging and coordinating the volunteer services of individuals, groups, and/or organizations used to assist with special events or specialized program areas. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. 

Volunteer Management:

• Sets goals and objectives for the volunteer program in accordance with the BTG Strategic Plan.
• Respond to incoming volunteer applications. Schedule new volunteer orientation and individual meeting to assess the best fit.   
• Screens (interviews, required background checks, etc.) and matches volunteers to organizational needs and opportunities. Conduct volunteer orientation, initial and ongoing training as well as tracking of required paperwork.  
• Manage volunteer retention, including performance appraisal, counseling, and disciplinary action and recognition of volunteers.  
• Coordinate volunteer placement for all areas of operation, volunteer venues and programs. Ensure volunteers are staffed to support the various areas of operations, to include visitor service areas, horticulture, education, special events, retail services, and café.
• Recommend the most efficient use of volunteers, appropriate volunteer/supervisory mix, and future workforce needs to support volunteer program operations.
• Survey staff regularly to assess needs for volunteer assistance. 
• Maintain Volunteer Role Descriptions for each volunteer assignment. Define duties and lines of authority for volunteers through written job descriptions. 
• Update volunteer policies, procedures, and standards of volunteer service, volunteer handbook and manuals, the volunteer operational reports, Volunteer budget, etc.  
• Evaluate all aspects of volunteer programs to ensure effectiveness and to recommend/implement changes as appropriate. Ensure accuracy of volunteer documentation, statistical reporting, database and communication efforts with volunteers 
• Develop and produce educational resources including training aids that are responsive and relevant for volunteers. 
• Collaborate with Staff partners who want to have an unpaid intern.  
• Organize and participate in volunteer recognition programs, special events and the annual Volunteer Appreciation Event.
• Communicate with volunteers through monthly electronic newsletters, updates to the Volunteer Portal, and responding to individual volunteer inquiries.
• Liaison with all departments regarding any volunteer issues/crises/emergencies; identifying and communicating all items needing attention/support. 

Community Outreach:

• Develop strong relationships within the community to foster a positive image of the Gardens to advance the reputation of the program. 
• Liaison with community organizations and businesses to promote the Gardens’ mission, developing volunteer opportunities, community service, and coordinating on-site volunteer workdays
• Coordinate program personnel in developing and encouraging interested individuals, groups, and organizations to donate their time to the Gardens’ activities.  
• Work with community groups and individuals in establishing service projects. 

SUPERVISORY RESPONSIBILITIES:

Position works with department management to supervise, schedule, train and assist volunteers with their assignments throughout the Gardens. 

MINIMUM QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, knowledge, skill, and/or ability, as well as competencies, required. 

Requirements

EDUCATION AND EXPERIENCE: 

Bachelor's degree in a related field and/or equivalent experience 

Minimum of five (5) years' experience in volunteer management, customer services, business, public gardens, museums or related field required, and; 

Minimum of three (3) years of staff supervisory or managerial experience 

KNOWLEDGE AND ABILITIES: 

Keeps current with the Best Practices for Volunteer Management trends, best practices, and procedures.   

Proficient with Microsoft Office Suite is a must (Word, Excel, PowerPoint especially) and experience with Volgistics and on-line volunteer program management software 

Proven ability to maintain a high level of confidentiality, tact, professionalism and integrity 

Ability to build effective working relationships with volunteers by adjusting approaches to meet the needs of a diverse team. 

Demonstrated success in assisting paid staff to value the contributions made by volunteers and in building effective working relationships with volunteers 

Effectively identifies and analyzes problems. Uses creative solutions to solve problems with varying degrees of information 

Researching, compiling, preparing and summarizing a variety of clear and concise reports, statistical data, correspondence, presentations, and other written materials. 

Organizing work, setting priorities, meeting critical deadlines, and following up with a minimum of direction 

Ability to multi-task, balancing time while ensuring standards are always met 

Excellent written and verbal communication skills; to include public speaking ability 

High degree of office management and administrative skills 

Basic budgeting and accounting principles. 

Ability to work evenings and weekends, holidays, extended hours both on and off property 

Ability to operate a motorized vehicle, including battery-operated golf cart 

Valid driver’s license and clean driving record 

WORKING CONDITIONS: 

Prolonged periods of time sitting performing administrative functions including database entry, correspondence, auditing, or analyzing data 

Ability to work outdoors in various weather conditions. 

Occasional evening, weekend and/or holiday work may be required to meet departmental deadlines or to provide staff support for special events 

Occasional travel required 

Continuous communication and/or interaction with directors, staff, volunteers, and vendors requiring courtesy, discretion, and confidentiality 

Occasional bending, stooping, reaching, crouching, walking, or light lifting (up to 30 lbs) 

Frequent use of hands and fingers to operate, handle, or feel objects, tools, or controls 

Specific vision abilities required for this job include close vision and the ability to adjust focus 

***Bok Tower Gardens reserves the right to modify, interpret, or apply this job description in any way the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At-will.” Qualified employees who, because of a physical or mental impairment that significantly limits a major life activity, require a reasonable accommodation to perform the essential functions of this position should notify their manager or Human Resources. *** 

Bok Tower Gardens (BTG) is a Drug-Free workplace and an Equal Opportunity Employer – M/F/Vets/Disabled. We base all aspects of employment including the decision to hire, promote, discipline, or discharge, on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. 

BTG participates in E-Verify. E-Verify® is a registered trademark of the U.S. Department of Homeland Security. This business uses E-Verify in its hiring practices to achieve a lawful workforce.