Volunteer and Event Coordinator - Lakeshore Museum Center

Posted on 9/13/2022

REPORTS TO: Director of Operations
SUPERVISES: Volunteers
STATUS: Full time, exempt
WAGE: $17.10/hr BENEFITS: 401(k) matching, health insurance, dental and vision insurance, life insurance, paid holidays, vacation and sick leave

POSITION SUMMARY: The Lakeshore Museum Center is a campus of museums consisting of nine buildings that comprise three distinct visitor sites. The sites are the Muskegon Museum of History & Science, the Muskegon Historic Sites, and the Muskegon Heritage Museum of Business and Industry.

The Volunteer & Event Coordinator is responsible for working with staff from various departments to coordinate large scale events. This includes, but is not limited to fundraisers, exhibit openings, donor thank you events, and “friend raisers.” This position will require some evening and weekend hours.

The Volunteer & Event Coordinator is also responsible for all aspects of the volunteer program at the Lakeshore Museum Center. The Volunteer & Event Coordinator recruits, interviews, trains, and matches volunteers with LMC volunteer needs, and acts as the point of contact for all volunteers to LMC.

MISSION: The Mission of the Lakeshore Museum Center is to tell the story of Muskegon County by collecting, preserving, and interpreting the history of its people and natural environment.

QUALIFICATIONS:

  • At least two years experience in customer service, hospitality, event planning, or related field
  • High school diploma
  • Excellent verbal and written communication skills
  • Excellent interpersonal and customer service skills
  • Excellent organizational skills and meticulous attention to detail
  • Excellent time management skills with a proven ability to meet deadlines
  • Ability to work within a team
  • Creative and effective problem-solving skills
  • Ability to prioritize tasks and to delegate them when appropriate
  • Ability to respond to problems and to assist volunteers, guests and coworkers with a calm, courteous, and helpful manner and attitude
  • Ability to analyze situations and take steps to handle according to established policies
  • Ability to remain calm in stressful situations
  • Must be able to stand and walk for long periods of time during events
  • Must be able to lift to 25 pounds at times
  • Must be able to work a variety of hours to accommodate events

ACCOUNTABILITIES:

Event Coordination

  • Coordinate annual events that currently include: our annual fundraiser, Evening with the Hackleys, or similar sit-down dinner “gala” event; exhibit openings; and donor thank you events. Tasks include, but are not limited to:

o conducting cross departmental planning meetings o proposing and tracking event budget

o coordinating food, drinks, caterer, rentals, set-up/clean-up, etc. o requesting and approving marketing efforts

o planning décor

o event follow up such as completing reports, POs, etc.

o keeping an inventory of event supplies and their location

o evaluate events and propose changes to make them more effective, profitable, etc.

o propose, develop, and coordinate new fundraising events

  • Serve as team member on the staff Fundraising Committee and assist Director of Operations with the non-event fundraising initiatives
  • Assist and provide support to Program and Site Managers with their larger scale events, examples currently include, but are not limited to: Carnival of Business & Industry; Friday Family Fun Nights; Fright Night; Hackley Day; Holiday Tours
  • Manage facility rentals by outside groups at all three sites. Work with Program and Site managers to arrange activities and programs as needed for those groups
  • Communicate effectively with all staff about upcoming events
  • Communicate effectively with Guest Relations Manager about ticket sales in museum stores and event promotions to museum members

Volunteer Program

  • Work with staff to assess volunteer needs
  • Work with staff to develop descriptions for the different needs
  • Recruit, interview, and place applicants for volunteer work
  • Host and attend recruiting events within the community to attract qualified candidates
  • Work with Marketing to promote opportunities for volunteers
  • Conduct and/or arrange for volunteer orientation and training
  • Develop and manage volunteer manual
  • Organize and participate in volunteer recognition programs and special events
  • Maintain accurate records and provide reports on volunteer participation using volunteer database
  • Provide ongoing support and guidance for volunteers
  • Act as a single point of contact for communications
  • Confer with volunteers to resolve grievances and promote cooperation and interest
  • Identify community outreach opportunities such as fairs, festivals, local markets and organizations and maintain a schedule of those opportunities
  • Create and continue efforts with the Youth Volunteer Program
  • Coordinate background checks on all new volunteers with HR staff
  • Oversee the MAISD volunteers when on site

Operations

  • Manage assigned portions of the Volunteer & Major Events budget lines
  • Write Quarterly newsletter articles highlighting volunteers & events
  • Produce social media content that pertains to volunteers & events

To apply: Please submit resume & cover letter to HR & Finance Director, Cheryl Graves at cheryl@lakeshoremuseum.org or 430 W. Clay Ave., Muskegon, MI 49440


The Michigan Museums Association is supported in part by an award from the Michigan Arts and Culture Council

Thank you to our Partners!


Michigan Museums Association       313-334-7643       PO Box 5246, Cheboygan, MI 49721      lcbrisson@michiganmuseums.org

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