Administrative Assistant - Volunteer Programs

Description

Our Company   

The Theodore Roosevelt Medora Foundation (TRMF) is a premier tourism operation and a 501(c)(3) nonprofit organization. TRMF welcomes hundreds of thousands of guests each year through a diverse lineup of entertainment, historical, and educational attractions. We are committed to connecting people to Medora through positive, life-changing experiences. 

Job Overview

The Administrative Assistant – Volunteer Programs for the Theodore Roosevelt Medora Foundation (TRMF) works at the direction of and in coordination with the Director of Volunteer Programs. Job responsibilities include administrative tasks, presentations, and public speaking, training sessions, coordinating and staffing special events and assisting in all other aspects of the Volunteer Program. 

Responsibilities and Duties 

• Performs duties as assigned by the Director of Volunteer Programs including but not limited to leading volunteer orientations and assisting with housing coordination. 
• Assists the Director of Volunteer Programs in preparing and managing the volunteer application process as needed throughout the season. 
• Supports the maintenance and updating of TRMF’s volunteer database. 
• Communicates with Director of Volunteer Programs to assist in tracking potential/interested volunteers for future sessions. 
• Maintain the Spirit of Work Lodge including but not limited to restocking rooms and public areas, inspections prior to volunteer move-in, updating flyers or communications, tidying public areas and rooms when needed. 
• Facilitate coverage for all venues with volunteers by communicating with other departments. 
• Train volunteer shuttle drivers on vehicle safety, vehicle fueling, vehicle sign-out for10-14-passenger vehicle.  
• Collaborate with the Director of Volunteer Programs in building master schedules for each session. 
• Trouble shoot issues that arise for the volunteers at the venues or with staff and field these issues in the absence of the Director of Volunteer Programs. 
• Provide input and assistance to the Director of Volunteer Programs to ensure volunteer safety is a priority in all the environments in which they work and stay during their time in Medora. 
• Assist Director of Volunteer Programs in the weekly wrap-up meetings and ensures all supplies and materials are prepared. 
• Maintains an up-to-date database of the volunteer evaluations and provides reports as requested. 
• Assist the Director of Volunteer Programs with all administrative tasks for all aspects of the volunteer process.  

Other Duties? 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.?? 

Requirements

Qualifications 

• Excellent verbal and written communication skills 
• Comfortable with addressing interpersonal and guest service concerns 
• Ability to deescalate situations using critical thinking skills 
• Comfortable making and answering phone calls to assist with volunteer needs including but not limited to filling open volunteer slots, answering volunteers' questions, etc.  
• Ability to remain calm and patient when presented with challenges 
• Efficient decision-making and time management skills 
• Clean U.S. Driver’s License and comfortable driving a 10–14-person passenger vehicle 
• Ability to adapt to change and flexible in planning and expectations 
• Understands importance of maintaining confidentiality as needed around volunteers, TRMF, Guests, and Staff 
• Proficient with Microsoft Office Suite or related software and able to work on and learn various computer systems as needed 
• Ability to respond to emails and phone calls related to volunteer services in a timely, accurate and professional manner 
• Willingness to work a flexible schedule to meet the demands of TRMF seasonal operations; to include days, evenings, weekends, and holidays 

Education and Experience: 

• Two years of relevant experience as an Administrative Assistant or experience in Volunteer Management preferred 
• Knowledge of nonprofit organizations and fund raising preferred 
• Experience directing, training, and addressing both small and large groups 

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer 
• Must be able to lift up to 15 pounds occasionally 
• Working outdoors in varied conditions 
• Frequent walking, standing, lifting, bending, using stairs 
• Repetitive use of hands and arms 

AAP/EEO Statement?? 

It is the policy of TRMF to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, TRMF will provide reasonable accommodations for qualified individuals with disabilities.?