Volunteer and Office Coordinator

Job Description

Position Summary:

The Volunteer and Office Coordinator (VOC) is responsible for the coordination and scheduling of volunteers as well as supporting the Executive Director by performing administrative duties such as building management; clerical support; maintenance of several computer programs; assistance with events and programs, such as marketing and cash management.

Volunteer Coordination and Scheduling:

  • Maintain volunteer list as changes are received;
  • Schedule monthly coverage for all times when museum is open to the public;
  • Communicate with colunteers to produce a fully covered monthly schedule;
  • Schedule volunteer staff for Museum operations and events and fill-in at the Welcome Desk as needed;
  • Collaborate with Executive Director to compile volunteer handbooks as needed;
  • Be the pivot point for volunteers shadow experienced volunteers;
  • Communicate with colunteers to follow through on scheduling upcoming volunteer opportunities;
  • Nurture and create enhanced personal relationships with volunteers, and work to continually improve relationships;
  • Maintain a photo directory of volunteers and provide for distribution of same; and
  • Record volunteers’ hours and compile a data base.

Building Management

  • Open and securely close all buildings before and after public hours;
  • Keep Executive Director informed of issues that need to be resolved; and
  • Set up for any lectures or training sessions.


  • Communicate with visitors who have questions and follow-up when necessary;
  • Assist Executive Director on special projects such as marketing initiatives;
  • Assist Executive Director with events, including educational programs, Annual Meeting, Volunteer Updates, and Volunteer Training;
  • Assist with bulk mailings such as membership letters, event invitations, et, and work with US Post Office to obtain nonprofit bulk rate;
  • Count cash input from gift shop and admissions with Executive Director and take deposits to bank and obtain receipts while obtaining cash from bank for cash admissions drawer and gift shop weekly, as well as check outdoor donation boxes on a daily basis;
  • Prepare and update weekly/monthly membership and admissions reports;
  • Manage mail input and output including membership lists and donations using Donor Perfect;
  • Conduct inventory of gift shop in October in coordination with the manager and with volunteer help;
  • Respond promptly to all phone, email and mail inquiries or make appropriate referral;  Purchase goods and services when necessary;
  • Support credit card processing for store and admissions; and
  • Using the Past Perfect computer program, track artifact donations in coordination with the Display Committee and the Sanibel Historic Preservation Committee.


  • The VOC reports directly to the Executive Director;
  • Status meetings between the VOC and Executive Director shall take place as necessary; and
  • Annual review shall take place in October and shall include the establishment of written goals and objectives for the next rating period.


  • A high school diploma or equivalent;
  • At least three (3) years of office experience;
  • Friendly, positive, and helpful disposition;
  • Excellent communication skills with fluency in the English language, both written and oral;
  • Strong computer skills with programs such as Word, Excel, Power Point and an interest in learning new systems such as Past Perfect;
  • Excellent organization skills;
  • Able to sit for 80% to 90% of the work day;
  • Capable of lifting 30 lbs. without assistance;
  • An understanding of and acceptance for people of diverse backgrounds;
  • Previous work experience with customer service, cash management, successful multi-tasking and in a museum or non-profit would be helpful; and
  • Employment contingent upon successfully completion of background checks.


  • Mid-September through mid-August: Tuesday through Saturday from 9:30 a.m. to 4:30 p.m with the schedule split between 2 part-time staff members.;
  • Mid-August through mid-September: OFF;
  • The Museum is closed for the last two weeks of August and the first two weeks of September, with reasonable flexibility allowed with approval of the Executive Director; and
  • Lunch coverage when the museum is open to be informally arranged with other staff members or volunteers.


  • $20 per hour to start;
  • Paid semi-monthly (twice monthly); and
  • Vacation leave is not paid but the Museum is closed from approximately mid-August to midSeptember and may operate on a limited schedule during the summer. Duties that need to be performed during the Museum closure (such as mail management etc.) will be negotiated with the Executive Director. All hours worked will be compensated. No insurance benefits are provided for Museum employees.

FLSA Status:



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The Sanibel Historical Museum & Village is an equal opportunity employer and values diversity in all its forms.

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