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Administrative Office Assistant and Volunteer Coordinator

TITLE: Administrative Office Assistant and Volunteer Coordinator
DEPT: Administration
REPORTS TO: President & CEO
SUPERVISES: n/a
FLSA STATUS: Nonexempt
TOTAL HOURS PER WEEK: 20 Hours

SUMMARY OF RESPONSIBILITIES:  Works as the Administrative Office Assistant in a wide range of capacities and coordinates Heritage’s Volunteer Program.  Assists with special projects and events.

 SPECIFIC RESPONSIBILITIES:

  • Handle correspondence and maintain files, company and employee information, with confidentiality and discretion at all times.
  • Assist CEO with filing, organization and meeting preparation and record retention.
  • Support Board and committees with meeting tech and room set up, coordination, distribution of materials, logistics, and occasional minute taking.
  • Respond to regular requests for in-kind support from Heritage for community organizations.
  • Maintain accurate and up-to-date internal staff lists with contact information.
  • Maintain and order business cards and name tags for staff and volunteers.
  • Maintain and order all office supplies, as well as handle all postage and copier contracts and logistics.
  • Deliver outgoing mail to post office as needed; sort and deliver incoming mail.
  • Manage Heritage’s volunteer program from the recruitment to screening and departmental placement.
  • Organize and plan for onboarding, orientation, and training to provide a consistent foundation of information about Heritage’s’ history, procedures and needs for all volunteers.
  • Actively and consistently communicate with volunteers using multiple channels in order to promote retention and return engagement.
  • Manage volunteer paperwork, track and record volunteer hours, and trouble-shoot volunteer issues as they arise.
  • Seek opportunities for outreach and to publicize Heritage’s volunteer program.
  • Thoughtfully prepare appreciation events and recognition and benefits for volunteers.
  • Manage and coordinate planning, coordination, set-up and breakdown of volunteer and employee parties and recognition events.
  • Support other administrative offices as time permits.
  • Other duties as assigned

Requirements:  Self-starter, excellent interpersonal skills, ability to handle sensitive information with absolute confidentiality, excellent computer skills, especially with Microsoft Office suite.  Understanding of office procedures and meetings, excellent organization skills, ability to multi-task and interact with a broad range of people with grace. Appreciation of volunteer programs and personal experience as a volunteer. Bachelor’s Degree or equivalent preferred, as is experience in similar capacity. Understanding of the work and cycles of nonprofit organizations and/or museums a plus.

If hired, the employee must consent to our vaccination policy.

If interested in the position, please e-mail your resumé & cover letter to: kcotter@heritagemuseums.org

Position Type: Part-time