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Position Details

Position Information

Announcement Number STAFF - VA - 26048

For questions regarding this position, please contact:

Evie Fatouros

(406) 994-6223

[email protected]

Classification Title Program Coord II

Working Title Volunteer and Scheduling Coordinator

Brief Position Overview

The Volunteer and Scheduling Coordinator reports directly to the Director of Education and Public Programs. This role is responsible for managing the museum’s volunteer program and scheduling school field trips. The position oversees all aspects of volunteer coordination, which includes onboarding, scheduling volunteer-led tours, serving as the primary liaison for new volunteers, and facilitating their integration into the organization through training and program assignments. Additionally, they are responsible for maintaining an efficient and well-organized scheduling system for volunteer duties and coordinating with external partners such as school administrators. They manage reservations for on-site school visits and assist with educational programming.

Position Number 4M1955

Department Museum of the Rockies

Division Museum of the Rockies

Appointment Type Classified

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary Starting at $21.99 per hour, commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Volunteer and Scheduling Manager reports directly to the Director of Education and Public Programs. This role is responsible for managing the museum’s volunteer program and scheduling school field trips. The position oversees all aspects of volunteer coordination, which includes recruitment, onboarding, scheduling, training, assessment, retention, and recognition. They serve as the primary liaison for new volunteers and facilitate their integration into the organization through training and program assignments. Volunteers work in a variety of areas including education, paleontology, collections, visitor services, and administration. The Coordinator works closely with education staff to assist with developing and implementing a range of events and programs.

Museum of the Rockies ( MOR ) is Montana’s most visited museum, a college-level division of Montana State University, an independent nonprofit organization, a Smithsonian Affiliate, an accredited AAM museum, and a repository for state and federal fossils. The interdisciplinary museum has one of the finest collections of paleontology in the world and a significant cultural collection from the Northern Rocky Mountain region.

Benefits: MOR pays a competitive salary with an exceptional benefits package (Package includes: health, dental, and life insurance along with an employer matching retirement plan and the possibility for tuition reeducation for staff and dependents).

Duties and Responsibilities

+ Identify volunteer needs at the museum in conjunction with other departments.

+ Design and implement volunteer recruitment strategies that fulfill institutional goals and attract a broad demographic.

+ Onboard new volunteers and impart an understanding of museum policies and procedures.

+ In collaboration with education staff and subject experts, train volunteers, ensuring accuracy of content and an understanding of museum educational methodology.

+ Maintain database, date, and records for volunteer and docent program.

+ Regularly coordinate volunteer evaluations to maintain museum standards of educational excellence and track individual training levels for advancement of skills and evaluation.

+ Efficiently use relevant software programs to schedule and coordinate school field trips and educational programs. Assist with greeting school groups and arranging docents for guided tours and programs.

+ Collaborate with Education staff and subject experts as needed to develop interpretive and education content and training.

+ Serve as a liaison between the organization and external stakeholders.

+ Maintain regular positive communication with volunteers to ensure they feel engaged and integrated into the museum.

+ Coordinate with the Finance Department to ensure correct and timely invoicing with program participants, transportation companies, and others.

+ Provide school tours as needed.

+ Occasionally provide program support during evenings and weekends.

+ Undertake additional duties as assigned.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Bachelor’s degree in relevant field or an equivalent amount of education and/or experience.

+ A minimum of 1 year experience working for a nonprofit organization such as museums, zoos, parks, historic sites, aquaria, etc.

+ Experience managing or working with a volunteer program.

+ Experience developing training programs, curriculum, and/or interpretive content.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Ability to become proficient in using scheduling software.

+ Excellent attention to detail and adherence to high standards.

+ Ability to work independently and proactively solve problems.

+ 2 or more years’ experience working with and managing a volunteer program in a museum or similar setting.

The Successful Candidate Will

+ Exemplify a collaborative attitude and willingness to operating within a team.

+ Exhibit patience, flexibility, adaptability, professionalism, and positive communication when working with a diverse group of people.

+ Demonstrate superior written and oral communication skills and confidence in oral presentations and public speaking.

+ Have knowledge of a variety of disciplines in the natural and social sciences is helpful, though not required.

+ Manage difficult and sensitive situations, relationships, and conversations.

+ Conduct oneself in accordance with the highest ethical standards.

+ Effectively convey the newest information using best practices in teaching and professional development.

+ Thrive on working in a high-energy, team-oriented environment with ambitious goals.

+ Represent Museum of the Rockies and Montana State University in a professional and courteous manner.

Position Special Requirements/Additional Information

Must be able to work some weekends and evenings as needed, planned in advance.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? Yes

Posting Detail Information

Number of Vacancies 1

Desired Start Date Upon completion of a successful search.

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on August 11, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.