Volunteer and Visitor Services Coordinator
Princeton, New Jersey, United States

Job Summary

Occupation Non-Profit and Volunteer
Specialty Volunteer Service
Salary From 65,000 yearly
Location 18938, New Hope, Pennsylvania, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Background and Mission
BowmanÆs Hill Wildflower Preserve (the Preserve) was founded in 1934 with a mission to increase the knowledge and use of native plants by serving as an educational resource and destination that inspires conservation action. It is a member-supported nonprofit organization that has come to be recognized as a local treasure, a state resource and a national institution. Known regionally for its community-based programming, it is considered a statewide source for native plants and is the only accredited museum in the nation focused exclusively on native flora.
Position Summary
The volunteer and visitor services manager is a crucial part of the Preserve team and represents ôthe face of the Preserveö requiring superior customer service, an engagement orientation, effective merchandising and marketing, and a passionate commitment to demonstrating the PreserveÆs appreciation. Historically, the Preserve has been generously supported by a volunteer corps of 200+ participants donating 10,000+ hours of volunteer service annually. The volunteer and visitor services manager is responsible for the recruitment, training, retention and recognition of participants in the PreserveÆs volunteer program, as well as the administration of confidential volunteer recordkeeping. In addition, this position manages all aspects of the PreserveÆs retail operations, including admissions, nursery plant sales and the Twinleaf Book & Gift Shop, all of which the PreserveÆs volunteer corps supports extensively. The volunteer and visitor services manager reports to the director of finance and operations. The ideal candidate is a hospitality or customer service professional with some experience in retail and/or volunteer management.
o Recruitment & Retention

Market externally for targeted positions through website listings, social media and partner organizations
Follow up on requests for information concerning the volunteer program via emails, phone calls, tours and visits
Encourage team building by promoting employee and volunteer interaction
Work with Preserve employees to ensure volunteer needs and concerns are addressed
Build volunteer loyalty by creating opportunities to develop a sense of belonging
Create a program of ongoing engagement through field trips and special events that provide quality experiences to the volunteers

o Onboarding

Design and distribute volunteer program information, including the general handbook, policies manual and department-specific handbooks
Complete appropriate personnel paperwork and ensure proper background checks
Match volunteer candidates with appropriate project description, balancing candidates' areas of interest with the needs of the Preserve
In-person orientation and training prior to candidate volunteering; monitor progress

o Administrative

Maintain confidential internal volunteer records
Document and track volunteer hours, including compilation of year-end volunteer hours totals report for Annual Report and grant submissions
Ongoing volunteer communication, including the creation and maintenance of email distribution lists and monthly volunteer email newsletter
Create and maintain signup and email distribution lists through SignUpGenius and Mailchimp

o Recognition

Design and implement appreciation events, including annual Volunteer Recognition Event
Develop a reward system to recognize outstanding volunteers
Maintain regular gratitude communications, such as appreciation messages after events or at regular intervals

o Other duties as assigned
o Retail

Maintain cash register and credit card processing supplies and equipment
Open and close all cash registers daily; reconcile cash registers on a regular basis
Produce weekly sales analysis reports
Maintain the VEND point-of-sale software system
Maintain all sales and customer services areas in a clean, organized and well stocked condition
Evaluate and occasionally negotiate fees associated with credit card and other money handling platforms
Research and order gift shop inventory; attend gift trade shows as needed
Determine appropriate gift shop inventory pricing through market and competitor research
Track gift shop inventory and maintain recordkeeping, including the annual inventory audit
Plan, maintain and facilitate offsite displays and sales, such as for tabling events or education programs held outside the Preserve
Collaborate with education coordinator to match gift shop offerings to recommended reading and merchandise associated with program speakers
Assist with additional retail and cash handling operations, such as for the annual signature fundraiser event

o Visitor & Customer Service

Coordinate the scheduling of volunteers and employees for all customer service positions; directly staff unfilled positions when volunteers and employees are not available
Train new volunteers and employees in the operation of VEND, proper money handling procedures and customer service
Distribute and maintain supply of trail maps, interpretive brochures, blooms guides and other collateral for visitor interaction and orientation
Respond to requests for information in person, by phone and/or via e-mail
Provide a list of preregistered visitors and guests to the admissions gate attendant daily
Provide communication with employees and volunteers for any new procedures or special event Transportation and Logistics pertaining to admissions
Manage all customer service needs with an engaging, positive demeanor representative of front-of-house hospitality

o Other duties as assigned

3+ years of volunteer management, human resources and/or retail supervisory experience
Excellent people skills and customer service orientation
Exceptional communication skills û written, verbal and interpersonal
Passion for service-oriented community
Ability to maintain professional composure under pressure
Creativity, self-starting ability, strong organizational skills, and oriented to a high level of detail
Excellent problem-solving skills
Superior computer skills including Google Suite, Microsoft Office, SignUpGenius, Adobe, Mailchimp and point-of-sale (POS) systems

Preferred Qualifications

BachelorÆs degree
Proficient experience with VEND point-of-sale system
Experience working with volunteers and non-profit organizations
Knowledge of QuickBooks and bookkeeping practices

Work Schedule
This is a full-time position with a required Saturday & Sunday, 8:45 am to 5:15 pm schedule as this position is the ôface of the Preserveö and the managerial presence during weekends, the period of highest visitation. While the weekday schedule may depend on the candidate, the ideal schedule is Saturday through Wednesday with Thursdays and Fridays off. A limited monthly amount of remote work hours per month may be available on a case by case basis.
The Preserve is open on most federal holidays, including Memorial Day, July Fourth and Labor Day. The Preserve is closed on Christmas Eve, Christmas Day, New YearÆs Eve and New YearÆs Day.
The Preserve is an equal opportunity employer and is committed to non-discriminatory policies. All decisions regarding recruitment, hiring, promotion and all other terms of employment will be made without regard to race, color, religion, age, gender, gender expression, sexual orientation, national origin or ancestry, marital status, status as a qualified handicapped or disabled individual, or any other impermissible factor in accordance with applicable laws.
Job Type: Full-time
Pay: From $65,000.00 per year

Dental insurance
Employee discount
Flexible schedule
Health insurance
Paid time off
Vision insurance


8 hour shift
Day shift
Weekends as needed


Hospitality management: 3 years (Preferred)
Retail management: 3 years (Preferred)
Volunteer management: 3 years (Preferred)


Driver's License (Required)

Work Location: In person