Museum Volunteer Manager

Volunteer Manager (VM)

Location: New London, Connecticut
Position Type: Full-Time | Federal Government Contract
Worksite: Museum Operations
Department: Visitor Services and Community Engagement
Reports To: Contract Program Manager or Designated Supervisor

Position Summary

The Volunteer Manager (VM) serves as the primary liaison between the museum, its volunteer workforce, and the surrounding community. This position is responsible for recruiting, coordinating, training, scheduling, recognizing, and retaining volunteers and docents who support daily museum operations, educational programming, visitor engagement, and administrative functions.

Working within a federal government contract environment, the Volunteer Manager ensures that volunteer activities align with museum objectives, approved volunteer roles, established operating procedures, and applicable government requirements. The successful candidate will foster a welcoming, inclusive, and service-oriented volunteer culture while maintaining accurate records, supporting compliance, and promoting meaningful community involvement in the museum’s mission.

The ideal candidate combines strong interpersonal and organizational skills with experience in volunteer program administration, public engagement, training, and community outreach.

Key Responsibilities

1. Volunteer Recruitment and Onboarding

• Develop and implement recruitment strategies to attract a diverse pool of volunteers, including students, working professionals, retirees, and community members.
• Recruit volunteers for government-approved assignments, including gallery docents, museum ambassadors, educational assistants, visitor services support, and administrative support.
• Conduct candidate interviews and assess individual interests, skills, availability, and suitability for prospective volunteer assignments.
• Coordinate the collection and submission of required volunteer-vetting documentation in accordance with applicable government procedures.
• Support onboarding activities and maintain accurate records of candidate status, training completion, and placement.
• Coordinate with designated government personnel regarding access requirements and suitability determinations. Final access and suitability decisions remain with the Government.

2. Volunteer Training and Development

• Develop and deliver volunteer orientation programs covering museum history, mission, exhibits, visitor engagement, customer service, and operational expectations.
• Train volunteers on applicable emergency procedures, safety protocols, and escalation procedures.
• Prepare educational materials, training modules, reference guides, and other resources to help volunteers confidently support museum activities and interact with visitors.
• Provide ongoing coaching, feedback, and professional development opportunities to strengthen volunteer performance and engagement.
• Ensure volunteers understand the scope and limitations of their assigned responsibilities.

3. Volunteer Placement, Scheduling, and Supervision

• Match volunteer skills, interests, and availability with approved museum operational needs.
• Develop and maintain volunteer schedules and shift calendars to ensure appropriate coverage during regular operating hours, special events, educational programs, and peak visitation periods.
• Monitor attendance, participation, and volunteer-hour reporting.
• Maintain accurate and current volunteer databases, contact lists, training records, schedules, and contribution reports.
• Address scheduling conflicts, performance concerns, and interpersonal issues professionally and diplomatically.
• Coordinate with museum staff and contract leadership to address operational needs and improve volunteer program effectiveness.

4. Community Engagement and Volunteer Relations

• Serve as an advocate for the volunteer community and promote effective communication between volunteers, museum personnel, and contract leadership.
• Foster a collaborative environment that integrates volunteers into the museum’s broader service culture while maintaining appropriate role boundaries.
• Build and sustain relationships with community organizations, educational institutions, civic groups, and other potential volunteer recruitment partners.
• Adapt communication and engagement strategies to accommodate volunteers from different generations, backgrounds, and experience levels.
• Represent the volunteer program at orientations, community meetings, recruitment events, and approved external engagements.

5. Volunteer Recognition and Retention

• Design and implement volunteer recognition initiatives that encourage engagement, satisfaction, and long-term retention.
• Coordinate annual volunteer appreciation events, luncheons, milestone awards, and other recognition activities.
• Develop non-monetary incentives and meaningful opportunities to acknowledge volunteer contributions.
• Monitor volunteer participation and feedback to identify opportunities to improve retention and program satisfaction.
• Promote a culture of respect, inclusion, accountability, and appreciation.

6. Communications and Program Administration

• Prepare and distribute volunteer newsletters, announcements, scheduling updates, training notifications, and program communications.
• Coordinate volunteer-related website updates and other approved communications.
• Maintain program documentation, policies, procedures, and administrative records in accordance with contract requirements and applicable government guidance.
• Prepare periodic reports summarizing volunteer recruitment, onboarding, training, hours contributed, participation, retention, and program activities.
• Identify opportunities to improve volunteer management processes, database utilization, and program efficiency.
• Safeguard sensitive volunteer information and handle records in accordance with applicable privacy, security, and records-management requirements.

7. Compliance and Operational Coordination

• Maintain an understanding of applicable requirements governing volunteer participation, including the legal distinction between volunteers and employees.
• Follow applicable federal, contractual, museum, and site-specific policies and procedures.
• Coordinate with government representatives and contract leadership regarding approved volunteer assignments, training requirements, access procedures, and operational priorities.
• Ensure volunteer assignments remain within approved duties and established program parameters.
• Escalate safety concerns, conduct issues, and potential compliance matters through established reporting channels.

Required Qualifications

Education

• Bachelor’s degree in Human Resources, Social Sciences, Communications, Museum Studies, Nonprofit Management, Education, or a related field.

Professional Experience

• Two to four years of progressive experience in volunteer management, community outreach, program coordination, public engagement, or a related field.
• Experience in a nonprofit, museum, cultural institution, educational organization, or public-facing environment is strongly preferred.
• Demonstrated experience coordinating recruitment, onboarding, training, scheduling, or retention activities.
• Experience maintaining databases, tracking participation, preparing reports, and managing administrative records.

Knowledge and Technical Skills

• Knowledge of volunteer recruitment and engagement strategies for diverse populations.
• Ability to develop and deliver training and orientation programs for individuals with varying levels of experience.
• Proficiency with volunteer management databases, spreadsheets, scheduling tools, and standard office productivity applications.
• Understanding of the legal and operational distinctions between volunteer service and paid employment.
• Ability to maintain accurate records and follow established procedures in a regulated or compliance-focused environment.

Highly Desirable Qualifications and Skills

• Certified in Volunteer Administration (CVA) credential.
• Experience supporting federal government contracts or working in a government-operated or government-supported facility.
• Experience in museum operations, visitor services, educational programming, or docent coordination.
• Strong public speaking and presentation skills, including the ability to lead large-group orientations and represent a program professionally.
• Excellent interpersonal, diplomatic, and conflict-resolution skills.
• Ability to communicate effectively across generations, backgrounds, and levels of experience.
• Experience designing volunteer recognition programs, appreciation events, and retention initiatives.
• Strong organizational skills, attention to detail, independent judgment, and the ability to manage competing priorities.

Core Competencies

• Volunteer Program Leadership
• Recruitment and Community Outreach
• Training and Public Speaking
• Scheduling and Resource Coordination
• Database and Records Management
• Customer Service and Visitor Engagement
• Conflict Resolution and Relationship Management
• Written and Verbal Communication
• Compliance and Procedural Awareness
• Teamwork, Professionalism, and Accountability

Work Environment

This position supports museum operations in New London, Connecticut, within a federal government contract environment. The role involves regular interaction with volunteers, museum staff, visitors, community partners, and designated government personnel. Duties may require working during special events, occasional evenings or weekends, and periods of increased museum visitation, based on operational requirements.

The selected candidate must be able to manage multiple priorities, communicate professionally with diverse stakeholders, and perform duties in accordance with applicable contract requirements and site procedures.

Government Access and Suitability Requirements

Employment and assignment are subject to applicable contract requirements and any government-established access, screening, suitability, or background investigation procedures. The selected candidate may be required to complete applicable onboarding and site-specific training.

Any required government access authorization or suitability determination will be made by the appropriate government authority. Employment under the contract does not itself confer government access or authorization.

Equal Employment Opportunity

The employer is committed to providing equal employment opportunities to qualified applicants and employees in accordance with applicable federal, state, and local laws. Employment decisions are made without unlawful discrimination.

How to Apply

Interested candidates should submit a resume outlining their relevant experience in volunteer management, recruitment, training, community engagement, and program administration. Applicants are encouraged to highlight any museum, cultural institution, nonprofit, or federal contract experience, as well as relevant certifications.

Position Title: Volunteer Manager (VM)
Location: New London, Connecticut
Employment Type: Full-Time, Federal Government Contract Position

Our client has an amazing opportunity for professional growth!