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Volunteer Services Coordinator

Requisition Number: 
Volunteer Services
Job Status: 
Welcome, screen, and place applicants in appropriate service, according to the skills of the volunteer and the needs of the Garden. Administer volunteer services Garden-wide and cultivate volunteer support staffing while offering five-star customer service in all interactions.
Duties and Responsibilities: 

In this role, you will be responsible for the following: 

  • Review applicants, screen them, and place them on assignments which match their interests, capabilities, and the Garden's needs. 
  • Personally contact and provide prompt follow-up for prospective volunteers to ensure clear communication regarding scheduled volunteer orientations, volunteer application requirements and provide accurate information regarding volunteer opportunities. 
  • Provide orientation sessions for prospective volunteers, as needed.
  • Management of Volunteer Services office volunteers to include ongoing training and project supervision to ensure deadlines are met.
  • Management of special event volunteers as needed to include recruitment, training, and onsite supervision during the event.
  • Responsible for distributing, organizing, and entering required volunteer background screening information.
  • Organize prospective volunteer inquiries, database, and department files.
  • Maintain department office supplies and purchase additional supplies as needed.
  • Assess volunteer request forms, and staff appropriately.
  • Create communications to volunteers for public event volunteer opportunities.
  • Create and analyze volunteer records, service hours, and reports.
  • Provide continuity and support for ongoing communication (verbal, written, and meetings) with staff and volunteers.
  • Solely responsible for volunteer department meeting notifications, reserving appropriate meeting resources in EMS, and distributing set up requirements.
  • In conjunction with the director, create the bi-monthly volunteer newsletter to communicate effectively with all Garden visitors.
  • Develop positive and professional working relationships with all staff and volunteers to build effective support services.
  • Planning, set up, and hosting an ongoing program for formal and informal volunteer recognition and all Volunteer Services department meetings.
  • Other duties as assigned by the director.

Key Garden competencies/behaviors desired:

  • Communicates in a manner that gains the trust and support of others at all levels.
  • Works effectively with others despite differences of opinion and style; builds alliances.
  • Has a tolerance for opposing points of view.
  • Strives for collaboration. Works cooperatively, as a positive contributor to the team.
  • Demonstrates a positive attitude and shows kindness in all workplace interactions.
  • Makes decisions appropriate for level of responsibility.
  • Can effectively adapt to change; can shift gears comfortably; is flexible, and embraces change with a “can-do” attitude.
  • Is self-aware; knows personal strengths and weaknesses; seeks feedback and is open to negative feedback as an opportunity for improvement.
  • Is cool under pressure; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; is a settling influence during a crisis.
  • Recognizes problems, constructively identifies and articulates solutions.
  • Picks up garbage when it is seen on Garden grounds regardless of position.
  • Follows safety guidelines to ensure a safe working environment and consistently demonstrates safe work behaviors.
  • Is welcoming of new hires.

Our ideal candidate will have the following:

  • Associate's or bachelor of science degree; excellent communications skills (verbal, written, proofreading)
  • Experience managing volunteers required
  • Accurate data entry using Word and Excel
  • EMS, Raiser's Edge, and ADP Screening and Selection Services experience preferred
  • Enthusiastic, positive, high-energy team player, world-class hospitality and customer service skills, ability to work independently and with groups
  • Flexibility and timely completion of assignments, attention to detail, outstanding organization skills, and effective multi-tasking is required
  • Some weekends, early mornings, and evenings will be required.
  • Valid driver’s license required, with ability to drive to locations Gardenwide and to offsite meetings as needed.
Physical Demands: 
Position requires frequent sitting, standing, walking, bending, listening, speaking, and keyboarding. Use of office equipment including computers, telephones, copiers, scanners, and fax machines. Some meetings and events are held outdoors and offsite. Requirements also include occasional light lifting (20 pounds), pushing carts, and driving a golf cart.
Why Apply?: 

Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and qualifications required of personnel so classified.

In accordance with Title IX of the Education Amendments Act of 1972, the Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX coordinator should you have questions or concerns.