Volunteer and Scheduling Coordinator

Position Details Position Information Announcement Number STAFF - VA - 25105 For questions regarding this position, please contact: Evie Fatouros(406) 994-6223evie.fatouros@montana.edu Classification Title Program Coord II Working Title Volunteer and Scheduling Coordinator Brief Position Overview The Volunteer and Scheduling Coordinator reports directly to the Director of Education and Public Programs. This role is responsible for managing the museum’s volunteer program and scheduling school field trips. The person in this role will oversee all aspects of volunteer coordination, which includes onboarding, scheduling volunteer-led tours, serving as the primary liaison for new volunteers, and facilitating their integration into the organization through training and program assignments. Additionally, they are responsible for maintaining an efficient and well-organized scheduling system for volunteer duties and coordinating with external partners such as school administrators and taking reservations for on-site school visits and assisting with special education programming.Position Number 4M1955 Department Museum of the Rockies Division Museum of the Rockies Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation FOCUS-MFPE FTE 1.0 Benefits Eligible Eligible Salary Starting $21.99 per hour, commensurate with experience, education, and qualifications. Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement This position offers an opportunity to contribute to the educational mission of the organization while developing skills in volunteer management and program coordination. The ideal candidate will be enthusiastic about working with groups of people from all backgrounds and ensuring a positive experience for both volunteers and program participants.Museum of the Rockies ( MOR ) is Montana’s most visited museum, a college-level division of Montana State University, an independent nonprofit organization, a Smithsonian Affiliate, an accredited AAM museum, and a repository for state and federal fossils. The interdisciplinary museum has one of the finest collections of paleontology in the world and a significant cultural collection from the Northern Rocky Mountain region. Located on a 34-acre museum site, it includes a 120,000-square-foot-facility, the state-of-the-art Taylor Planetarium, the 220 seat Hager Auditorium, Martin Children’s Discovery Center, and Living History Farm, along with an off-site 553-acre paleontology preserve.MOR is located in Bozeman, MT, one of the country’s fastest growing and prosperous communities. Nestled into the Rocky Mountains, the community offers bountiful outdoor recreation activities along with a vibrant culture of good food, art, and music.Benefits: MOR pays a competitive salary with an exceptional benefits package (Package includes: health, dental, and life insurance along with an employer matching retirement plan and the possibility for tuition reeducation for staff and dependents).Museum of the Rockies is supported by a volunteer corps of approximately 135 individuals of all ages. Working in the areas of education, paleontology, collections, visitor services, and administration, these volunteers provide the equivalent of 12 full-time staff in the hours they contribute to the museum. The Volunteer Coordinator is responsible for recruitment, recognition, and retention of the museum’s volunteers and advocates for the needs of the volunteers.Duties and Responsibilities

Identify volunteer needs at the museum in conjunction with other departments.

Design and implement a volunteer recruitment strategy in collaboration with staff to achieve programmatic and strategic needs.

Onboard and train new volunteers in collaboration with education and content experts ensuring that new volunteers understand applicable museum policies and procedures.

Schedule and coordinate school field trips and educational programs as required. Assist with greeting school groups and arranging docents for guided tours and programs.

Utilize scheduling tools including Microsoft Outlook, Excel, Better Impact, and Versai.

Be a liaison between the organization and external stakeholders.

Work with Finance to create invoices and take payments for school bus reimbursements, outreach kits, workshops, and other revenue generating educational programming.

Provide school tours as needed.

Occasionally provide program support during evenings and weekends.

Undertake additional duties as assigned.

Required Qualifications – Experience, Education, Knowledge & Skills

Previous experience in customer service roles.

Strong communication skills with stakeholders, including school administrators, teachers, caregivers, volunteers, and children.

Proficiency in Microsoft Office Suite.

Excellent attention to detail and adherence to high standards.

Ability to work independently and proactively solve problems.

Preferred Qualifications – Experience, Education, Knowledge & Skills

Bachelor’s degree or equivalent work experience in relevant field.

Experience coordinating volunteers in a nonprofit environment.

Experience having volunteered in a nonprofit organization.

The Successful Candidate Will

Patience, flexibility, adaptability, professionalism, and positive communication.

Passion for science and history.

Possess superior written and oral communication skills and confidence in oral presentations and public speaking.

Knowledge of a variety of disciplines in the natural and social sciences is helpful, though not required.

Develop and maintain relationships with a wide variety of people.

Demonstrate the ability to manage difficult and sensitive situations, relationships, and conversations.

Be creative and resourceful.

Conduct oneself in accordance with the highest ethical standards.

Will effectively convey the newest information using best practices in teaching and professional development.

Thrive on working in a high-energy, team-oriented environment.

Take pride in setting and achieving ambitious goals.

Represent Museum of the Rockies and Montana State University in a professional and courteous manner.

Position Special Requirements/Additional Information

Must be able to work some weekends and evenings as needed, planned in advance.This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.This position has supervisory duties? Yes Posting Detail Information Number of Vacancies 1 Desired Start Date Upon completion of a successful search. Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on September 27, 2024; however, applications will continue to be accepted until an adequate applicant pool has been established.Special Instructions EEO Statement Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.