Job Listing: Visitor Services and Volunteers Coordinator

Thomas Jenfferson's Poplar Forest - Lynchburg, VA

Closes - open until filled

Title - Visitor Services and Volunteers Coordinator

Compensation - $30,000-$35,000

Type - This is a full-time position that requires weekend hours and occasional evening hours. The anticipated work schedule will be Thursday-Monday with adjustments made as needed. 

Apply - Please send resume and cover letter to Mary Massie, Director of Programs & Education at mary@poplarforest.org. Please no phone calls. 

Summary - 

The Corporation for Jefferson’s Poplar Forest seeks a highly organized, motivated, and personable Visitor Services and Volunteers Coordinator. The Visitor Services and Volunteers Coordinator will ensure the day-to-day running of Poplar Forest: opening and closing the property, assisting with handicapped visitors, giving tours regularly, and communicating to volunteers and staff all necessary information for smooth daily operations. Working closely with the Director of Programs & Education, they will also coordinate multiple public programs and events.

In addition to overseeing the site and events, the Visitor Services and Volunteers Coordinator will oversee our corps of roughly 100 volunteers. Poplar Forest volunteers are vital to the success of our site and we are seeking a motivated individual who values personal connections and understands the value of a robust and committed volunteer corps. The successful candidate will have a proven track record of organizing, training, and recruiting volunteers. 

Responsibilities - 

Volunteer Coordination

• Schedule volunteers to give tours and assist in the Museum Shop daily
• Create and execute a robust volunteer recruitment plan
• Participate in outreach opportunities within the local area to attract new volunteers
• Oversee new volunteer interviews and trainings
• Work with tour docents on an individual basis as they learn their tours
• Create evaluation system for approving new volunteers and ensuring continuing volunteers are meeting standards set by the Corporation
• Track volunteer hours worked for Poplar Forest
• Create volunteer enrichment activities to ensure continued engagement
• Coordinate annual Volunteer Recognition Event including invitation lists, awards, catering, decorations, etc.
• Complete annual updates to volunteer training manual and check for accuracy
• Communicate regularly with volunteers to create an atmosphere of inclusion and knowledge

Program and Event Coordination

• Working closely with the Director of Programs & Education, oversee the coordination of events and programs on site including, but not limited to: dinners in the historic house, Candlelight Tours, Naturalization ceremonies and others throughout the year
• Assist the Director of Programs & Education to coordinate large scale events such as Face the Forest Obstacle Course Run, the Thomas Jefferson Wine Festival, July 4th, and other events as assigned
• Ensure all contractors for events are fully informed of duties, restrictions, and needs for each event
• Collect contracts for outside vendors, interpreters, and others involved in events.
• Compile attendee registration lists for the Museum Shop
• Oversee all private event rentals on the property including communicating rental policies with potential renters, ensuring all plans for private events are within parameters of the rental policies
• Oversee event set up, clean up, and scheduling all necessary staff and volunteers.
• Assist with creating social media imagery, website descriptions, and other marketing materials
• Ensure event cleanup is taken care of in a timely manner so the property is ready for visitors the following day
• Learn Hands-On History program for schoolchildren in order to be able to serve as a back-up lead as needed

Visitor Services

• Open and close the property including the Parkway gates when onsite
• Ensure property is clean and visitor ready by 9:30 a.m.
• Close and alarm all public buildings by 5:15 p.m. (4:15 p.m. in Winter season)
• Operate golf cart and handicapped lift for visitors who need it
• Deliver quality tours to the public on a regular basis and as needed
• Coordinate all adult groups ensuring they are scheduled at appropriate times and are not in conflict with school groups or events
• Assist with school programs as needed
• Other duties as Assigned

Qualifications -

• Bachelor’s Degree in history, museum studies, education, communications, or similar field would be preferred
• Strong leadership skills with the ability to motivate and inspire volunteers
• Excellent public speaking and communication skills to effectively engage with diverse audiences
• Experience in managing volunteers in a nonprofit or community organization setting
• Proficient in social media management platforms for promoting volunteer opportunities
• Training development experience to design effective training programs for volunteers