The Children's Museum of Indianapolis

REPORTS TO: Director of Volunteer Services and the Power of Children Awards
STATUS:  Part-Time

The Volunteer Services and Intern Program Assistant works part-time to provide administrative support for the Adult Volunteer and Intern Programs for The Children’s Museum of Indianapolis. The assistant is responsible for engaging in office administration tasks including: intern and volunteer recruitment, onboarding, and recognition. The incumbent conducts data entry, report writing, filing, newsletter development and distribution, and professional development for the volunteers and interns.  He/she provides assistance with the coordination of schedules, meetings, catering, and the timeliness of web content updates, university and vendor communications.  He/she works in concert with department colleagues to assist with planning and executing special events for volunteers, interns and the Power of Children Awards.

1. Works to ensure efficient program operations and implementation of recognition events by providing administrative support and office management.

2. Actively participates in assisting with the recruitment, screening and onboarding efforts for interns and volunteers.  Personally, adheres to set processes and procedures to expedite accurate and efficient work flow. Works with volunteer groups prior to and after the application processes.

3. Coordinates the internal volunteer administration communication efforts, tracking and following up with volunteer supervisors, intern mentors, volunteers and interns to ensure timeliness, efficiency, and consistency in processes.

4. Works with the Director of Volunteer Services to schedule and assist with implementation of key programs such as the Hadassah Reading Team, the United Way staff campaign, job shadow and group requests.

5. Utilizes, updates and assists with database records administration, automated communication, applicant tracking and system maintenance.

6. Serves as point person for updating and communicating volunteer services procedures.  Maintains sound knowledge of department, division and museum’s operational policies and serves as a resource to volunteers, interns and staff in answering questions; includes the ongoing updates of the bulletins boards and assistance with social media updates.

1. A bachelor’s degree preferred.
2. Two years clerical support experience, preferably in a non-profit environment.
3. Database management experience.  Knowledge and intermediate expertise with volunteer  administration software preferred; proficiency in Microsoft Office programs and high competence in the use of social media required.
4. Familiarity with volunteer and/or intern program administration preferred.
5. Excellent communication skills both verbal and written.
6. Must be able to give professional presentations, speak at meetings and address groups and offer excellent customer service to everyone’ both internally and externally.
7.  Demands high level of attention to detail, process orientation and the ability to establish priorities.
8. Must be able to manage multiple projects simultaneously.
9. Must be self-motivated and be able to work autonomously.
10. Demands appreciation and respect for confidentiality of sensitive information and respect and appreciation of very diverse volunteers and interns.
1. Must be able to perform work in indoor environments, to read documents, charts, spreadsheets and diagrams and to view computer monitor.
2. Must be able to communicate and receive communication in meetings and telephonically; team and group dialogue required for communication of plans and concepts.
3. Agility and extensive dexterity required for navigation of the museum facility and other sites.
4. Must be able to sit or stand for extended periods of time and lift up to 35lbs.
5. Must tolerate dust in the indoor environment.