Volunteer Engagement Specialist chez Seattle Aquarium

Volunteer Engagement Specialist  

Posted: Open to internal and external applicants.  

Reports to: Volunteer Engagement Coordinator 

Status: Full time, hourly, benefitted position 

Hours of work: Full time, 40 hours per week, with one weekend day; typical hours are 8 am to 5 pm. The long-term schedule will be determined by the final candidate, and occasional evenings or extra weekend shifts may be needed for events and projects.  

Position description:  

The Seattle Aquarium is looking for a full time Volunteer Engagement Specialist to join the Volunteer Engagement team. The Specialist supports the Seattle Aquarium volunteer program and volunteers by providing excellent customer service and communication, coordinating volunteer schedules, providing logistical support for volunteers, and implementing the administrative functions of the volunteer engagement team, including database management and recordkeeping. The volunteer program values the diverse people of our region, including members of the BIPOC, LGBTQIA+, people with disabilities, and Indigenous communities, as present and future partners and leaders in ocean conservation. This position will participate in program development, particularly creating a volunteer experience that is welcoming to our diverse community of volunteers, supporting in the continuous work of developing a program that is safe and welcoming for all. 

The Specialist directly supports volunteers at the Seattle Aquarium by coordinating volunteer schedules, providing prompt communication and support to volunteers and staff both in-person and online, maintaining volunteer databases and resources, managing administrative functions of the volunteer engagement team, and supporting training and learning opportunities for volunteers. This position focuses on the detail work of supporting volunteers through administrative task management and process improvement. Collaborates with the Volunteer Engagement team in programmatic planning. 

The Volunteer Engagement Specialist works in partnership with the Volunteer Engagement team and staff throughout the Aquarium to ensure that the needs of volunteers and the Aquarium community are met. The successful candidate will be viewed as a trusted supporter and advocate for volunteer service in support of the Aquarium’s mission. 

Essential functions:  

• Support a diverse community of volunteers engaged in programmatic, administrative, and animal care tasks, striving for excellence in volunteer and community support in a manner consistent with the Aquarium’s S.A.L.I.S.H. values and policies, incorporating equitable practices in our volunteer program in collaboration with the Volunteer Engagement team. 
• In partnership with the Volunteer Engagement Coordinator, work to increase equity and access to Seattle Aquarium volunteer opportunities. This may include developing new opportunities, new onboarding pathways, or working with other teams to improve accessibility.
• Serve as the initial point of contact for inquiries from the public about the volunteer program at the Seattle Aquarium.    
• Support the daily needs of volunteers on-site by managing supplies, paperwork, and communications.
• Support the volunteer cycle for adult volunteers, including outreach, recruitment, orientation, interviewing, selection, placement, training and uniforms, scheduling, performance evaluation, recognition and off-boarding activities with equitable practices and bias-aware approaches to ensure access for historically excluded communities.  
• Work closely with the Volunteer Engagement Coordinator to communicate with prospective volunteers, and provide recordkeeping and scheduling coordination, among other tasks. 
• Coordinate the shift-scheduling functions in the volunteer database (Better Impact) for volunteer roles, including sharing volunteer opportunities, supporting scheduling functions, and attendance tracking.   
• Represent the volunteer engagement team at various Aquarium events, programs, special projects, etc. Oversee and support volunteers in these functions. 
• Support outreach to prospective partners, including corporations, governments, tribes, nonprofits, and schools regarding volunteer opportunities.
• Responsible for volunteer program administrative tasks including data entry and management, parking and transportation reimbursement, volunteer evaluations, years/hours of service recognition, paperwork renewals, filing, background checks, and more.  Maintains the volunteer database and hard copy files in a confidential manner.
• Organize, clean and restock volunteer resources spaces as needed, manage inventory of uniform items, access badges, nametags and additional resources utilized by volunteers and aquarium staff.  
• Communicate frequently with volunteers in person, by phone, and email regarding their needs, volunteer opportunities, and policy questions.  Seek information on behalf of volunteers, navigating Aquarium’s systems and policies.   
• Perform other related duties of a comparable level/type assigned.  

Required skills, abilities:  

• Model an active and personal commitment to diversity, equity, and inclusion and solid understanding and proven literacy around DEI topics. 
• Demonstrates an understanding of the Aquarium’s Mission and Values, including Regenerative and Equity work.
• Strong interpersonal, collaboration, and customer service skills.  
• Consistently and proactively communicate, track, and organize complex schedules and tasks. Interested in utilizing data and organization to build internal processes and improve the volunteer experience.
• Ability to work independently and as part of a team to accomplish tasks 
• Able to communicate effectively in English, both written and verbal. Multilingual skills and experience working across cultures and languages are highly valued.  
• Proficient in MS office software applications and experience utilizing databases for recordkeeping. 
• Comfortable with frequent communication via email and phone. 

Required experience, education and certifications: We recognize and value lived experience, volunteer service, community involvement, and nontraditional education pathways as relevant forms of experience.  

• Experience with database and file maintenance and organization.
• 1 year of experience working in informal or cultural education, and/or a combination of experience and education to meet the minimum requirements of the position.
• Experience with volunteers and diverse populations
• Demonstrated commitment to and experience building a positive, welcoming culture respectful of the diversity in our community.

Working conditions: 

• Hybrid virtual/in-office model with 3 days per week onsite at the Aquarium, including one weekend day 
• Be able move around the Aquarium to support on-site volunteer training and recognition events.
• Able to occasionally move up to 20 lbs with assistance; reasonable accommodation will be provided as needed.
• The majority of work is performed in a typical office setting, with some duties taking place in meeting rooms, classrooms, and exhibit spaces.  
• Comfort or willingness to speak in front of groups.   
• Must be able to work at a computer, typing for extended periods of time.