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Visitor Engagement and Volunteer Program Manager
2 months ago
Position Title: Visitor Engagement and Volunteer Program Manager
Department: Public Engagement and Learning
Employment Type: Full-Time
Classification: Non-Exempt
Supervisor: Deputy Director for Public Engagement and Learning
Revision Status: Current
Core Objective:
The Chrysler Museum of Art provides a diverse array of educational and public programs to a multitude of visitors annually. The Visitor Engagement and Volunteer Program Manager is responsible for ensuring exceptional, visitor-focused experiences for groups and the general public by fostering strong relationships with docents and volunteers while overseeing the Museum's extensive tour program with a commitment to outstanding customer service. This role is pivotal in supporting docent and volunteer initiatives through well-coordinated administrative tasks, logistical management, and effective communication.
Key Responsibilities:
Volunteer and Docent Management- Act as the primary contact for the Chrysler Museum of Art's volunteers, managing all scheduling and logistical aspects for volunteer activities and tours.
- Oversee the Docent Office, ensuring that all materials, handouts, and resources are current and accessible to docents and volunteers.
- Maintain accurate records of volunteer hours using the Museum's volunteer management platform.
- Archive and manage documentation related to the Docent Council and its committees, as well as training sessions.
- Represent volunteers in museum-wide and departmental meetings, facilitating effective communication.
- Assist in the recruitment, training, and recognition of volunteers.
- Organize tours for various groups, including schools and adult organizations, through online and telephonic reservations.
- Collaborate with the Manager of Experiential Learning to support key educational partnerships and events.
- Respond promptly to inquiries regarding group tour reservations, including payment processing and follow-up evaluations.
- Develop and distribute the weekly group tour schedule, coordinating with docents, Visitor Services, Security, and other departments as necessary.
- Deliver exceptional customer service to educators, docents, volunteers, and staff, fostering a welcoming environment.
- Coordinate logistics for tours, including greeting groups, assigning docents, and managing transitions between tours and workshops.
- Ensure that all relevant systems and databases contain accurate and up-to-date information regarding tours and demographic data.
- Create confirmation packets for tours and conduct reminder communications with group leaders and attendees to ensure full participation.
- Monitor attendance for all group tours and generate regular reports on data and attendance as required.
- Collaborate with system developers to enhance the reservation system and provide necessary reports.
- Distribute evaluation surveys and manage follow-up communications with tour groups as needed.
Qualifications:
- A minimum of 2-3 years of experience in museum, arts, community, or cultural organizations is required.
- Experience working with diverse populations and volunteers, along with strong interpersonal skills, including effective communication and customer service.
- Demonstrated organizational skills and attention to detail, with the ability to manage multiple projects and meet deadlines.
- Ability to represent the Chrysler Museum with professionalism and integrity.
- Proficiency in Microsoft and Apple systems is essential.
- Willingness to travel locally as necessary during work hours.
Preferred Skills and Knowledge:
- Familiarity with Microsoft 365 Suite, Zoom, Teams, Digital Cheetah, Altru, and Trello is advantageous.
- Prior experience in non-profit or cultural organizations is highly desirable.
Work Environment:
- This role involves significant interaction with the public and may require adjustments to typical work hours.
- Physical demands include the ability to lift items up to 20 lbs and engage in various physical activities throughout the workday.
