Volunteer Programs Assistant

Do you love bringing people together, keeping systems running smoothly, and making meaningful work happen behind the scenes? The Asian Art Museum is seeking a Volunteer Programs Assistant to be the connective force behind our vibrant volunteer community of approximately 150 volunteers, docents, and storytellers who power our educational programs and visitor experiences.

This is a vital, people-centered role at the heart of the Museum’s operations. As the Volunteer Programs Assistant, you’ll support every stage of the volunteer journey—from recruitment and onboarding to scheduling, training coordination, and retention—ensuring our volunteers feel informed, supported, and inspired.

You’ll serve as the organizational hub for volunteer programs across Learning and Civic Engagement, Public Programs, and the Museum Store, providing thoughtful coordination, clear communication, and reliable administrative support. Whether you’re managing databases, coordinating schedules, or engaging face-to-face with volunteers and visitors, your work will directly shape the Asian Art Museum’s ability to serve the community.

POSITION SUMMARY 

The Asian Art Museum is seeking a Volunteer Programs Assistant to support approximately 150 active volunteers, docents, and storytellers who support our educational programs and visitor services. This is a vital role in supporting the museum's volunteer community by performing recruitment, scheduling, onboarding, training coordination, and retention activities. The position ensures seamless volunteer operations across Learning and Civic Engagement, Public Programs, and the Museum Store departments through exceptional program implementation, communication, and administrative support. This position regularly engages staff, vendors, visitors, volunteers, members, and colleagues in a personable and respectful manner. The role serves as the organizational hub for our volunteer community, maintaining database systems and conducting communications that keep our volunteer programs running effectively. The Volunteer Programs Assistant is a full-time position requiring approximately 40 hours per week, with a flexible schedule that includes regular weekend availability for volunteer support, recruitment, and community outreach activities. The typical schedule is Thursday through Monday (five days, including two weekend days) to align with museum public hours and community outreach opportunities. Work is performed both onsite at the museum and offsite in the community, with schedules subject to adjustment based on operational and program needs. This position is well-suited for someone with strong organizational skills who enjoys working with diverse groups, can execute multiple priorities simultaneously, and takes satisfaction in maintaining systems that work.  

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Volunteer Scheduling and Coordination 

• Serves as primary point of contact for volunteers, storytellers, and docents on general museum activities and schedules. Conducts comprehensive scheduling for volunteers, adjusting shift allocations based on operational needs and visitor traffic patterns 
• Makes docent assignments for daily public tours, special exhibition tours, paid group tours (in collaboration with other departments and staff) 
• Schedules storytellers for public storytelling programs, working collaboratively with the Education Department to align resources with school tour programming needs 
• Generates, distributes, and maintains accurate schedules through multiple platforms including volunteer management database, Google Workspace tools, and physical postings in the Volunteer Center 
• Updates schedules daily to reflect real-time changes, cancellations, and volunteer availability 

Recruitment and Onboarding 

• Supports and implements volunteer recruitment initiatives—both onsite and offsite—by preparing orientation materials, responding to inquiries via phone and email, tabling at events on Saturdays and Sundays, and describing volunteer opportunities to prospective applicants 
• Schedules and coordinates mandatory orientation sessions for new volunteers, docents, and storytellers 
• Supports departmental staff to develop and implement position-specific training programs, ensuring new volunteers are prepared for their assignments 
• Conducts follow-up communications with orientation attendees to facilitate smooth integration into volunteer roles 

Communication and Volunteer Relations 

• Serves as primary point of contact for volunteers, docents, and storytellers, providing accurate information about museum activities, policies, and opportunities 
• Maintains ongoing communication with volunteer community to answer questions, clarify assignments, and resolve scheduling conflicts 
• Composes departmental correspondence and coordinates specialized mailings to volunteer groups 
• Cultivates positive relationships between volunteers and the museum through responsive, professional service 

Program Support and Cross-Departmental Collaboration 

• Supports other staff and volunteer leaders to plan and schedule volunteer meetings, training sessions, recognition events, and recruitment activities 
• Represents the Learning and Civic Engagement department in cross-departmental coordination, ensuring volunteer resources are deployed effectively to meet museum operational needs 
• Supports accessible and inclusive volunteer programming for diverse community members 

Database and Records Processing 

• Maintains and updates volunteer management database with accurate volunteer information, availability, training records, and service hours
• Maintains and updates volunteer rosters, email distribution lists, and service hour logs for reporting and recognition purposes 
•  Tracks docent credits and maintains comprehensive records of volunteer contributions 
•  Ensures data integrity and confidentiality of volunteer records in accordance with museum policies 
•  Generates reports for volunteer, docent, and storyteller recognition, grant reporting, or operational analysis 

Administrative Functions 

• Handles email and phone correspondence, establishes and maintains filing systems, and manages general office operations 
•  Responds to telephone and email inquiries in a timely, professional manner 
•  Performs other related duties as assigned to support the Learning and Civic Engagement department 

This position description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. The museum operates in a dynamic environment, and employees are expected to be flexible and contribute to the organization's success. Additional responsibilities may be assigned to meet organizational needs, support departmental goals, or respond to changing program requirements. 

MINIMUM QUALIFICATIONS 

Education and Experience 

• High school diploma or equivalent and at least one (1) year of related administrative or volunteer coordination experience; OR An equivalent combination of education and experience 

Knowledge, Skills, and Abilities 

• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and Google Workspace (Drive, Docs, Sheets, Sites, Calendar)   
•  Experience with video conferencing platforms, particularly Zoom 
•  Excellent oral and written communication skills with ability to interact professionally with diverse audiences 
•  Experience with or ability to quickly learn volunteer management database systems  
•  Outstanding organizational skills with demonstrated ability to manage multiple priorities simultaneously while maintaining attention to detail 
•  Strong problem-solving abilities and sound judgment when assessing situations and implementing solutions 
•  Flexibility and adaptability when working in ambiguous situations 
•  Exceptional interpersonal skills with the ability to work collegially across departments and with volunteers of all backgrounds 
•  Customer service orientation with diplomacy and tact 
•  Ability to maintain confidentiality and handle sensitive volunteer information with discretion 
•  Ability and willingness to work during museum public hours, onsite at the museum and offsite conducting outreach, Thursday through Monday (five days, including two weekend days), approximately 40 hours per week 
•  Occasional evening hours required to support museum programming and volunteer events 
•  Valid California driver's license and reliable personal vehicle for occasional transportation of program materials and supplies 
•  Ability to operate a personal vehicle safely for museum-related errands and material transport 

PREFERRED QUALIFICATIONS 

• Bachelor's degree in education, art education, museum studies, or closely related field from an accredited college or university 
•  One or more years of experience in museum, arts, cultural, or nonprofit volunteer coordination 
•  Experience with FileMaker or similar database management systems 
•  Knowledge of or interest in Asian art, history, and culture 
•  Multilingual abilities, particularly in languages spoken by Bay Area communities 

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT 

Work Schedule and Location 

 This position is full-time (approximately 40 hours per week) with a flexible schedule to support volunteer program operations. The role includes: 

• Standard schedule typically Thursday through Monday (five days, including two weekend days) to support weekend community recruitment and weekday operations 
• Occasional evening hours to support museum programming and volunteer events 
• Regular local travel to community events, cultural and educational venues, and public spaces throughout the Bay Area 
• Work performed across multiple environments: museum offices, galleries, volunteer center, and various offsite community locations. 
• Schedules are established based on operational needs and program requirements and may be adjusted as necessary 

Sitting/Standing/Walking 

• Sitting/Standing: Extended periods of sitting (up to 4 hours) while performing administrative tasks, including database entry, scheduling, and correspondence, alternating with standing and walking throughout the workday. Extended periods of standing (up to 6 hours) at outreach tables. 
• Walking: Frequent walking throughout museum facilities, including galleries and public spaces, covering distances up to 1-2 miles daily on hard surfaces (tile, marble, concrete) 
• Moving: Ability to move between sitting, standing, and walking throughout the workday 
• Bending/Kneeling: Ability to bend, kneel, and crouch when setting up/cleaning up outreach tables and banners  

Manual Tasks 

• Manual Dexterity: Continuous use of hands and fingers for keyboarding, mouse operation, and handling documents; fine motor skills  for accurate data entry 
• Lifting/Carrying: Frequent lifting and carrying of materials up to 30 pounds (boxes of orientation materials, supplies, training resources). Occasional loading and unloading of materials of up to 50 pounds (boxes of outreach and recruitment materials, supplies, training resources, banners, equipment) from a personal vehicle for transport to/from volunteer events and off-site programs 
• Reaching: Occasional reaching above shoulder height and below waist level to access files, supplies, and materials on shelves, as well as setting up freestanding banners and outreach tables. 
• Frequent pushing and pulling of wheeled carts loaded with materials weighing up to 75 pounds across various surfaces; Ability to maneuver loaded carts through doorways, elevators, and tight spaces  

Sensory and Communication Requirements 

• Vision: Requires close visual acuity for extended computer work, reading printed materials, and reviewing detailed schedules; Ability to read standard print (10-12 point font) and computer screens  
• Hearing: Requires hearing ability sufficient for telephone conversations, in-person communication with volunteers and staff in various acoustic environments (quiet offices to busy public spaces), and participation in group meetings 
• Communication: Requires clear speech for phone and in-person interactions with volunteers, visitors, and staff 

 Environmental Conditions 

• Climate-controlled office environment with ergonomic computer workstation 
•  Exposure to museum gallery environments with controlled lighting and temperature 
•  Exposure to public spaces with variable noise levels, crowds, and activity 
•  Outdoor exposure 
•  Minimal exposure to environmental hazards  

Cognitive/Concentration 

• Sustained concentration and attention to detail for scheduling and database management 
• Ability to manage multiple competing priorities and frequent interruptions 
• Real-time problem-solving and adaptability when working with diverse volunteers with varying needs 
• Processing and responding to a high volume of emails, phone calls, and verbal communications from the public and volunteers  
• Ability to maintain focus and composure while supervising volunteers in dynamic museum environments 
• Quick decision-making regarding outreach activities, group management, and program adjustments 

POSITION NOTES