Volunteer Program Coordinator

Oakland Museum of California; Oakland (CA); On-site; USD 58,546 - 71,557; Full time

Job summary

Oakland Museum of California (OMCA) seeks a Volunteer Program Coordinator to manage a large volunteer program delivering high quality tours and outreach to diverse audiences. You will assist with recruiting, scheduling, and training of volunteers and docents, coordinating communications and materials, and supporting ongoing operations.

The role emphasizes supporting a 600+ volunteer network, creating engaging experiences, and collaborating across departments.

Qualifications

• 2+ years of related experience is preferred.
• English language proficiency in both written and spoken form.
• Experience in volunteer program administration and dynamics of working with volunteers.
• Customer service practices and procedures.
• MS Office (Word, Excel) and basic office skills are expected.
• Experience with volunteer scheduling systems is a plus.

Responsibilities

• Support the Museum's volunteer program by maintaining scheduling databases and ensuring adequate coverage for all shifts.
• Assist with development of school programs information, docent roster, volunteer communications, and training materials.
• Provide administrative support for volunteers, scheduling, technology questions, and appreciation efforts; foster a positive volunteer environment.
• Create signage for tours and activities; help identify potential volunteers for special projects.
• Maintain docent schedules and ensure coverage for tours in collaboration with Visitor Services; support volunteer onboarding and quarterly information sessions.
• Calculate monthly and year-end volunteer statistics from databases; maintain reports and assist with calendar meetings and forms.

Skills

Customer service

Volunteer program administration

English proficiency

MS Office

Tools

Asana

Shiftboard

Macintosh

Volunteer databases

Job description

Volunteer Program Coordinator

US-CA-Oakland

Job ID: 2026-1507

Type: Regular Full-Time

# of Openings: 1

Category: Human Resources and Executive Offices

Oakland Museum of CA

Overview

OAKLAND MUSEUM OF CALIFORNIA (OMCA) MISSION

We inspire understanding and empathy with stories and experiences of California's art, history, and natural environment to build more equitable and connected communities.

OAKLAND MUSEUM OF CALIFORNIA (OMCA) VISION

We envision a just and vibrant future where our communities value and honor one another and the world around us.

POSITION SUMMARY

The Volunteer Program Coordinator assists with the effective management and coordination of a large volunteer program involving more than 600 volunteers in delivering high quality tours and outreach activities to the public, school groups, adults, students of all ages, families, and a range of community groups. The Coordinator provides administrative support and facilitation of activities for the ongoing operation of recruiting and sustaining a broad range of organizational volunteers, including scheduling and facilitating training sessions, and a variety of efforts for engaging volunteers at the Museum.

This position is exclusively represented and is covered by a collective bargaining agreement between OMCA and the OMCA Workers United, AFSCME Local 4510 (AFL-CIO).

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following reflects OMCA's definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.

INSTITUTIONAL RESPONSIBILITIES

• Support the Museum's mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future
• Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
• All positions will have core functional responsibilities, cross functional team activation and learning and development as a core function of each role.

POSITION DUTIES AND RESPONSIBILITIES

Volunteer Support

• Maintain schedule of Volunteers within scheduling database and ensure adequate Volunteer coverage of all shifts, while working cross collaboratively with multiple departments.
• Assist with the production of school programs online information, Docent annual roster, volunteer communications and training materials
• Serve as administrative support for volunteers with scheduling, technology questions, volunteer appreciation and general information; create a positive and supportive atmosphere for all volunteers
• Create signage for public tours and other activities
• Partner with staff to identify potential volunteers for special project requests from database

Docent Support

• Maintain schedule of docents within scheduling databases and ensure adequate docent coverage of all tours including working closely with Visitor Services team to fulfill private tour requests
• Provide support for volunteer recruitment, onboarding and training, including working closely with Visitor Services to provide quarterly volunteer information sessions

Project Management and Administration

• Calculate monthly and year end volunteer statistics from databases, participate in survey administration
• Maintain database reports, layouts and implement other database changes as needed
• Schedule rooms for volunteer trainings and events, submit required forms and attend monthly calendar meetings
• Assist museum visitors, potential visitors, school groups, and adult groups by responding to in-person, telephone, and email inquiries
• Respond to inquiries for volunteer opportunities and maintain database of potential volunteers

Qualifications

EXPERIENCE

• Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect
• 1-2 years of related experience
• English language proficiency in both spoken and written form
• Volunteer program administration and dynamics of working with and motivating volunteers
• Customer service practices and procedures
• MS Office (Word, Excel), Asana and shiftboard, and working knowledge of Macintosh programs
• Basic office skills

WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The environment may include:

• Museum environment involves both indoor and outdoor working conditions
• Ability to travel between OMCA locations, and other travel as required by position responsibilities
• Engage with diverse visitor populations for extended periods of time in the galleries or throughout the campus
• Ability to work a flexible schedule, including evenings and weekends

EEO STATEMENT

The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.

COMPENSATION: $ 65,052