Naval AviationMuseum Foundation

Job Description

Department
Library Support / Job Title
Admin Assistant to Volunteer Coordinator / Type of Position
X Full-Time
□Part-Time
□On-Call / Hours 40/Week
□Salary
X Hourly / Position Reports to:
Deputy Director Museum/Manager, Visitor Attractions / Date: 5/22/14
Revised:
Primary Purpose of Position: to assist the Volunteer Coordinator in providing administrative oversight for the NNAM’s expansive volunteer labor department needs. Work done affects the quality of life of the volunteer staff and their ability to provide operational function for the NNAM departmental needs.Assisting the Volunteer Coordinator with coordination of the volunteer program which requires initiative and imagination and involves persuasiveness to explain the benefit of the program to both those needing the service as well as those who can fulfill the need.
Essential Duties and Responsibilities:
Assists in the administrative oversight of the NNAM’s Volunteer Program designed to promote volunteerism and volunteer placement satisfaction at the NNAM.
Assists in the assessment of the needs of both departments and volunteers through survey tools, interviews and research of similar programs in the civilian sector. Assists in the orientation and placement of volunteers to meet NNAM organizational needs. Manages and screens incoming correspondence.
Assists in formulating methods to inform the departments of volunteer opportunities using a variety of media. Organizes and maintains efficient filing systems.
Assists volunteer staff to use web based volunteer informational/scheduling portal. Tracks the number of volunteers at the NNAM by department and total hours volunteered.
Assists the Volunteer Program Coordinator for presentations required for the NNAM Volunteer Advisory Board. Plans and coordinates program meetings for the Volunteer Program Coordinator to attend. Assists in the NNAM volunteer development training, in-service training options and overall orientation training for the NNAM volunteers.
Compiles NNAM volunteer resources into a centralized resource volunteer program management system. Maintains current volunteer information: periodically incorporating interim information changes and generating periodic aggregate reports for supported volunteer stakeholders. Arranges for initial job placement interviews with department heads and/or the volunteer coordinator. Registers clients into the volunteer job vacancies database based on assessment of their interest, skills and prior experience. Types drafts and finished documents from a variety of sources such as written and verbal instructions which may include letters, memoranda, notices, records, reports and technical terminology.
Assists in the expansion recruitment efforts, especially into non-traditional areas such as retirees, youth, active duty and working spouses.
Ability to gain and demonstrate working knowledge of volunteer program requirements, policies, procedures and functions to coordinate the recruitment, training, appraisal and reward of volunteer workers.
Ability to gain and demonstrate working practical knowledge of interviewing principles, methods and techniques.
Ability to gain and demonstrate general/practical knowledge of organizations, programs and the activities suitable for volunteer workers to identify overall needs, assess capabilities and limitations, establish priorities and plan an effective volunteer program.
Ability to communicate effectively both orally and in writing.
Ability to gain skills in establishing and maintaining effective relationships with department heads and current and prospective volunteers in order to advise, assist, coordinate and obtain cooperation for program management.
Ability to work with some independence in the daily operational office functions.
Ability to gain and demonstrate working practical knowledge of interviewing principles, methods and techniques.
Ability to gain and demonstrate general/practical knowledge of organizations, programs and the activities suitable for volunteer workers to identify overall needs, assess capabilities and limitations, establish priorities and plan an effective volunteer program.
Ability to communicate effectively both orally and in writing.
Assisting the volunteer coordinator in determining total requirements, recruiting applicants, evaluation of individual’s capabilities, referring individuals to various volunteer areas, training volunteers, maintaining computer records, preparing computer based reports, conducting publicity campaigns, coordinating and monitoring various volunteer committee activities, evaluating program accomplishments, identifying improvements that can be made and ensuring coordination of volunteer services.
Other duties as assigned.
Knowledge/Skills/Abilities: Person in position should be proficient in use of Microsoft Word, PowerPoint, Excel and Outlook programs. Should also possess excellent written and oral skills and the ability to deal with a diverse set of people on the telephone, e-mail and in person in a friendly and professional manner. Excellent working knowledge of office procedures and practices required. Possesses ability to maintain cooperative and effective relationships. / Education/Experience:
4-6 years of experience in an administrative role.
Certificates, Licenses, Registrations:
None
Work Environment: Office Environment, usually Monday through Friday, 8:00 a.m. to 5:00 p.m., with some evenings, weekend work may be required. Requires walking and moving about the Museum Campus; lifting up to 30 lbs. may be required for special events.
Approved by Supervisor (Signature/Date):
______ / Approved by Department Director/VP (Signature/Date):
______