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Coordinator, Interns and Departmental Volunteers

How You Will Contribute
The Philadelphia Museum of Art is seeking a Coordinator, Interns and Departmental Volunteers to join the Volunteer Services team in the division of Education. This individual is responsible for the administration of the Museum Studies Internship and Departmental Volunteer programs and will also provide general support to the Volunteer Services department.

Specifically, you will…

  • Oversee all sourcing and recruiting of summer Interns and Departmental Volunteers: updating the Museum website with new opportunities, streamlining the application processes, and selecting candidates according to the needs of the institution.
  • Serve as the primary liaison between various Museum departments and the Intern and Departmental Volunteer programs: coordinating interviews, managing schedules, ensuring timely and accurate submission of required paperwork, etc.
  • Coordinate all aspects of the Museum Studies Internship Program, including, but not limited to: oversight of the program budget, development of the program’s schedule, and facilitation of stewardship among the interns post-internship.
  • Coordinate all of the Departmental Volunteers; ensuring all pre-volunteer paperwork is completed and partnering with department representatives to coordinate schedules.
  • Maintain meaningful institutional stewardship with all active and emeritus volunteers and interns.
  • Work with Protection Services and Human Resources on photo ID badges, background checks, applications, and any necessary clearances for all Interns and Departmental Volunteers in preparation for their start date.
  • Ensure departmental records for all Interns and Departmental Volunteers are current and accurate, including paper records as well as the Volunteer module in Raiser’s Edge.
    • Track hours of service among other data points and prepare program reports
  • Provide administrative support for Volunteer Services: answering the department phone, reserving meeting spaces, ordering supplies, sorting mail, organizing physical and digital records, maintaining office spaces and equipment, managing the departmental shared calendar and shared drive, and serving as the general contact for all related inquiries.
  • Oversee the Volunteer Services department’s own volunteers

Your diverse background includes…

  • Technical proficiency with Microsoft Office Suite required; demonstrated skill with database management and organization, particularly with Raisers Edge, is a plus.
  • Superior organizational skills and interpersonal skills for interacting with internal and external customers.
  • Exceptional and effective written and oral communication skills.
  • Background in customer service, hospitality, or visitor services is preferred; experience in a museum or cultural institution is desirable.
  • Familiarity with working around tight schedules is a plus.
  • Ability to work some evenings and weekends as needed.
  • This position requires professionalism, strong attention to detail, and the ability to handle multiple situations and personalities in a fast-paced environment.
  • Physical Requirements:
    • Periodically move throughout Museum facilities
    • Ability to ascend and descend stairs
    • Frequent use of multiple technical equipment and applications
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