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Job Opening: Volunteer Programs Manager

Posted by Mission San Luis ; Posted on 
Job Opening: Volunteer Programs Manager




Volunteer Programs Manager

Location: Tallahassee, FL

Full-Time, OPS, State of Florida Position

Anticipated Salary: $15.00/ hour
This is work enlisting, providing, arranging, and coordinating the volunteer services of individuals, groups, and/or organizations used to assist with activities in an institution or specialized program area.
Position Description
Core tasks include:

  • Coordinates program personnel in developing and encouraging interested individuals, groups, and organizations to donate their time to state activities.
  • Coordinates the preparation of correspondence, institutional pamphlets, letters, booklets and newsletters for use in response to requests from colleges, clubs, groups, and individuals concerning volunteer activities.
  • Plans, coordinates, and participates in conducting institutional tours for prospective volunteers, college and professional groups, and individuals.
  • Works with community groups and individuals in establishing service projects.
  • Develops strong relationships within the community to foster a positive image of MSL to advance the reputation of the program.
  • Keeps current with the Best Practices for Volunteer Management trends, best practices, and
  • procedures. As a part of this continuing education, the Volunteer Manager will complete the Online Volunteer Certificate Program from the University of North Texas.
  • With the Museum Programs Supervisor, develops an effective internship program.
  • Responsible for maintaining all volunteer staff records and documentation and facilitating all State of Florida and DOS forms and signatures and to ensure the security and confidentiality of all paperwork of a sensitive nature.
  • Screens (interviews, required background checks, etc.) and matches volunteers to organizational needs and opportunities.
  • Supervises, plans, assigns, and directs all volunteer work, including performance appraisal, counseling, and disciplinary action.
  • Continuously updates handbooks and manuals, the volunteer operational reports, FOMSL Volunteer budget, etc.
  • Conducts and facilitates orientation, and with the Museum Programs Supervisor, continuing education for volunteers.
  • Accepts and acknowledges contributions. This includes conducting Volunteer recognition activities, including the management of the Presidential Volunteer Awards. The Volunteer Manager also assists museum staff in planning and facilitating the Volunteer Appreciation event each year.

In addition, most volunteer management professionals are responsible for oversight and management of the
volunteer program, including:

  • Assessing organizational need and capacity for volunteers
  • Creating volunteer program materials (policies and procedures, applications, volunteer agreements,orientation handbooks)
  • Database management and tracking of volunteer statistics
  • Strategic planning
  • Financial management and budgeting
  • Program evaluation

The volunteer coordinator works closely with the Museum Programs Supervisor and Lead Interpreter, in the
development of character biographies and staff and volunteer training, including the history and archaeology of
the site, skill building presentation, first person interpretation techniques, etc. The volunteer manager works
together with other Mission San Luis partners, including public relations and development colleagues on
outreach and fundraising activities and goals.
Key Interpersonal Skills Required

  • As a relationship manager working with diverse populations (volunteers, staff, board members, community members, etc.), the volunteer manager must be able to exhibit cultural sensitivity and people‐skills like good listening and good communications (written and oral).
  • Strong judge of character with the ability to use instinct and the ability to “read” people in order to match volunteers to positions where both the volunteer and the site needs are met.
  • Leadership and Conflict management skills (in addition to avoiding and/or alleviating conflict, volunteer management professionals need to know how to handle the process of letting volunteers go).

Additional skills that are highly valued include:

  • Knowledge of volunteerism and volunteer management practices
  • Public speaking/Facilitation skills
  • Marketing/Public Relations
  • Fundraising/Grant writing
  • Program management, including budgeting and financial oversight
  • Supervisory experience
  • Gaining knowledge and/or experience with the organization, its mission, and the cause/issue it is addressing
  • Patience, compassion, professionalism, and the ability to say thank you in any number of ways.

Minimum Qualifications

  • Ability to multi‐task
  • Ability to work a flexible schedule
  • Detail‐oriented and organized
  • Experience developing and implementing project plans
  • Ability to work both independently and as a member of a larger staff team
  • Familiar with diverse technologies and software
  • Ability to connect with diverse types of organizations: schools, businesses, government, faith organizations, etc.
  • Any combination equivalent to: Bachelor’s degree in history or related field and a minimum of five (5) years of experience in volunteer coordination. Bachelor’s degree and experience with living history preferred.

Please answer the following qualifying questions
1.  Do you meet the minimum requirements as listed in the job posting?
Yes: ☐ No: ☐
2.  Are you willing and able to work on weekends and holidays, and/or return to work on short notice if
Yes: ☐ No: ☐
3.  Are you willing and able to perform work that requires considerable initiative and independent
Yes: ☐ No: ☐
4.  Do you possess a driver’s license?
Yes: ☐ No: ☐
5.  How do your education and work experience qualify you for this position? (Answer Briefly)
6.  Explain your experience creating volunteer position descriptions? How do you go about this and
what topics and areas should be covered within the description? (Answer Briefly)
7.  List three or four things you would do to promote volunteer opportunities within the community?
(Answer Briefly)
8.  Also, is it appropriate to take on every volunteer who applies? When might you decide not to accept
someone as a volunteer? (Answer Briefly)
To apply, please send a Cover Letter, Resume, and answers to the qualifying questions above to

This position is classified OPS (Other Personnel Services). Full‐time OPS personnel are eligible for enrollment
in the State of Florida employee insurance program, and participate in a Social Security alternative plan.


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