Volunteer and Administrative Coordinator
Position Overview: The Volunteer and Administrative Coordinator has a key role in stewarding Northwest Folklife’s external relations and operational success. Volunteer coordination responsibilities include the management, recruitment and retention of volunteers for Northwest Folklife’s programs, including the Northwest Folklife Festival, the Our Big Neighborhood Initiative and the yearly Cultural Focus. This position will be responsible for developing relationships with individual volunteers, as well as with corporate or philanthropic groups that offer volunteer opportunities to their employees/members. Overall, this role is key to providing an engaging and productive experience to current and potential participants. This position supports the office by handling some administrative activities. These responsibilities include maintaining supplies, ensuring basic office equipment is in working order, and providing clerical assistance to various departments as directed. Reception duties include greeting visitors to the office and by phone, providing customer support and connecting the public to Northwest Folklife’s programs and opportunities.
Volunteer Coordination Duties:
- Expand and develop Northwest Folklife’s volunteer recruitment and engagement program; collaborate with Development Team to create a volunteer development strategy and plan that integrates aspects of donor (both financial and in-kind) cultivation.
- Cultivate relationships with returning volunteers, new communities, corporate employee affinity groups and volunteer programs/managers towards engaging new prospects in traditional or event specific volunteer roles and skill-specific opportunities.
- Promote the volunteerism for Northwest Folklife’s mission and Programs, both internally and externally including collaboration with the Marketing and Communications Coordinator to release creative and timely public engagement campaigns to recruit volunteers.
- Manage volunteer applications, tracking engagement history and scheduling through software, tools and shared platforms, collaborating with various departments to determine and prioritize volunteer roles/needs. Maintain database and tracking methods to provide accurate reports and metrics as needed to various departments.
- Manage the volunteers and the volunteer experience, including onsite during programs, communication prior, during and post experience to evaluate fit, promote cooperation and resolve any issues that might arise as well as develop and manage protocol to evaluate, retain or replace candidates.
- Coordinate volunteer appreciation, including all volunteer recognition events.
- Coordinate and evaluate volunteer training process and create/update curriculum and materials to address volunteer policies and procedures.
- Coordinate Northwest Folklife’s internship program. This includes recruitment, tracking internal and external requirements, logging and reporting hours and metrics, as well as working with department leads to make sure learning objectives are met.
Other Administrative Duties:
- Maintain and streamline Northwest Folklife’s office systems and processes including phone lists, mail procedures, guest lists/RSVP tracking, scheduling meetings, as needed.
- Coordinate office supplies and printing projects.
- Manage office machines including copier, phone system, etc.
- Provide basic IT support for office (ex: admin password user, reset modem, networking issues, conference call software troubleshooting) and via phone regarding public applications for volunteers, vendors, and performers issues.
- Other duties as assigned.
Skills and Qualifications:
- Demonstrated success in customer service and cultivating relationships with diverse populations.
- Past volunteer coordination experience very desirable.
- Strong organizational skills and attention to detail
- Proficiency in Microsoft Office suite
- Willingness and ability to learn new software, systems, and procedures; familiarity with office machines
- Past experience working with databases and or forms and other online record keeping tools highly desirable
- Ability to work independently and as part of a collaborative team
- Ability to prioritize, meet deadlines and maintain high quality outcomes for multiple projects
- Ability to work under pressure with a positive attitude
- An understanding of, or appreciation for Northwest Folklife’s mission
- Final candidates will be subject to a background check
- Most work is performed in an office environment and access to the office is up three flights of stairs. There is no elevator to access the office building.
- This position may be required to lift, pull, and/or carry objects up to 25 lbs
Hours: 32 hours per week with benefits *
* It is understood that April – June are peak months for Northwest Folklife Festival and working hours may shift to meet programmatic needs during events and activities. Schedule will be coordinated with your supervisor.
Compensation: $16 – $17.50 per hour
Reports To: Operations Manager with strong collaboration with Development Director.
To apply, please send a cover letter and resume by email as attachments to firstname.lastname@example.org with Volunteer and Administrative Coordinator and your name in the subject line or by postal mail to Northwest Folklife attn: Volunteer and Administrative Coordinator Search, 305 Harrison St. Seattle, WA 98109-4623. Open until position is filled.
Northwest Folklife Internship Program
Interning at Northwest Folklife can be the experience you need to gain a career in event planning, festival production, the music industry, nonprofit management, marketing, fundraising and a whole host of other fields. Interns take on a meaningful role in executing elements of the Northwest Folklife Festival, the largest community arts festival in the nation, and learn how to strengthen the sustainability of a non-profit organization.