Volunteer Program Specialist

Position Title:         Volunteer Programs Specialist

Department:           Volunteer Programs - 1530

Classification:        Non-Exempt / Full-Time

Employee Type:     TSN - Team Spec FT Non-exempt

Direct Report:        Assistant Manager, Volunteer Programs

Position Summary:

As part of the Human Resources Team at Georgia Aquarium, Volunteer Programs supports our large, diverse volunteer population. The Volunteer Programs Specialist engages with volunteers and staff to coordinate the program's daily operations, addressing both volunteer and organizational needs. This role supports recruitment, onboarding, recognition, and retention for the general volunteer program, teen volunteers, interns, and employee volunteers.

Success in this role requires strong attention to detail, the ability to build trust-based relationships with a large and diverse volunteer population, and the capacity to manage multiple overlapping projects while meeting deadlines. All Volunteer Programs team members work weekends as part of their regular schedule.

Responsibilities:

1. Provide day-to-day support and guidance to general volunteers, teen volunteers, interns, and employee volunteers across all program areas.
2. Develop and implement volunteer engagement, retention, and recognition strategies that strengthen the overall volunteer experience and encourage long-term commitment.
3. Manage reward processing and ordering for volunteers, including uniforms, tickets, incentives, and passes, ensuring timely and equitable fulfillment.
4. Serve as a primary point of contact for prospective and active volunteers, reviewing applications, answering questions, and processing volunteer paperwork, payments, and background screenings.
5. Coordinate and facilitate all volunteer onboarding, including information sessions and orientation, ensuring a consistent and professional experience for all new volunteers.
6. Support the training and development of volunteers by facilitating the mentor/mentee program and coordinating ongoing learning opportunities that build volunteer skills and program knowledge
7. Plan and execute volunteer engagement initiatives and appreciation events, including monthly office activities, Volunteer Appreciation Week, and the annual Volunteer Appreciation Event.
8. Maintain accurate, up-to-date volunteer records, files, and position descriptions, creating new volunteer positions as needed and conducting periodic audits to ensure data integrity and compliance with organizational standards.
9. Collaborate with Aquarium departments to ensure clear understanding of how the Volunteer Programs team supports the overall Georgia Aquarium Strategic Plan; support the broader HR Team as needed.
10. Maintain confidentiality of sensitive volunteer information and ensure compliance with applicable regulations, including background screening requirements and labor laws; monitor regulatory changes and recommend policy or procedural updates as needed.
11. Perform other duties as workload necessitates.

Qualifications:

1. High School Diploma required, and relevant work experience in Volunteer Administration, Human Resources, Training/Education, Customer Experience, Hospitality, Office Administration, or related field required. Bachelor’s Degree preferred
2. High level of attention to detail with excellent organizational and time management skills; ability to manage multiple projects simultaneously with frequent interruptions
3. Strong communication skills, both written and oral; ability to communicate with a diverse group of individuals effectively and professionally
4. Tenacious and self-motivated, with strong follow-through to see projects to completion under tight or shifting timelines
5. Demonstrated ability to build authentic, trust-based relationships with a large and diverse volunteer population, as well as with staff and stakeholders across the organization
6. Works well independently and as part of a team; partners effectively with a wide range of internal and external stakeholders
7. Proficient with Microsoft Office Products (Word, Outlook, Excel, OneNote, Planner, Forms); Familiarity with Volgistics or other volunteer database systems; experience with Tessitura a plus
8. Proactively solves problems and leads them to positive outcomes
9. Familiarity with HR practices and regulations; demonstrated awareness of guest service and commitment to the guest experience

Physical Demands & Work Environment:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color and peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Commitment:

I commit to Georgia Aquarium, Inc. to be a part of the following:

Mission:  Georgia Aquarium is a nonprofit committed to inspiring awareness and preservation of our ocean and aquatic animals worldwide. 

Vision:  To be the Premier Aquarium in the World for Science, Entertainment, Education and Conservation.

Values: Respect, Teamwork, Integrity, Innovation, Leadership, Excellence, Appreciation & Inclusion