Jobs

Program and Volunteer Coordinator

***Please email your resume to rebecca@hartsquare.com***

Reports to: Program Director
Location: 5055 Hope Road. Vale, NC 28168
Compensation: $45,000
Employment Classification: Full-time with 100% employer-covered health, vision, dental, and life insurance
Work Schedule: Tuesday through Friday, 9 a.m. - 5 p.m., including speaking engagements, volunteer meetings, and Hart Square-sponsored events and programs outside those hours. (See examples of events on hartsquare.com)
Application Close Date: October 10, 2024

About Hart Square Foundation

Hart Square Village is the nation’s largest collection of historic log cabins in the United States. These structures from the 18th and 19th centuries are full of authentic early American antiques. Hart Square Foundation is a non-profit organization that preserves these cabins and provides educational programs, community events, and membership for the public. The Foundation’s programming centers on traditional crafts, trades, folkways, music, dancing, and more.

Diversity Statement

We strive to cultivate an inclusive environment that is open, welcoming, and supportive of individuals of all backgrounds. We recognize that the history we preserve is diverse and strive to celebrate that in the workplace.

General Function

The Program and Volunteer Coordinator is responsible for coordinating the successful execution of all programming at Hart Square, including but not limited to community events, monthly program series, the Appalachian Folkways program, and the K-12 Field Trip program and coordinating, preparing, and showing appreciation for volunteers to support events and projects at Hart Square and collaborating with the Program Director and other team members to complete essential duties.

Essential Duties

Community Event Programming

  • Create and coordinate custom staffing and volunteer plans, procedures, and training for each unique community event or public program. These programs include but are not limited to square dances, film series, foodways, concerts, and more.
  • Create a consistent communication plan for volunteer management that includes clear information and expectations.
  • Schedule and execute training with new volunteers for programs
  • Document and order necessary event supplies based on participant quantities.
  • Maintain master event files and documentation to plan and execute future events.
  • Distribute and collect contracts for services from vendors, including caterers, artisans, musicians, parking services, photography, porta-johns, security, etc.

Field Trip Programming

  • Coordinate and book field trips; manage teacher communication, scheduling, contracts, chaperone questions, etc.
  • Manage field trip staff by acquiring required tax paperwork, scheduling, training, and addressing needs during programming.
  • Recruit and manage volunteers to assist with field trip programs.
  • Oversee the sale of chaperone passes online.
  • Cross-train in all field trip subjects to serve as a potential substitute teacher.
  • Facilitate workshops, programs, and events, including preparation, set-up, and clean-up.
  • Order, stock, prep, and maintain supplies for field trip students.

Folkways Programming

  • Coordinate and communicate with a diverse roster of folkways programming instructors.
  • Develop folkways class schedule, pricing, and class plan with contracted artists.
  • Coordinate the ordering and preparation of supplies and classroom setup for classes.
  • Work with the Program Director to execute 50+ classes a year
  • Publish and promote Folkways programming on the website and social media.
  • Communicate with weekend staff to oversee check-in and assist the instructors.

Volunteer Coordination

  • Work with the Program Director to schedule volunteer roles for events such as artists, historic demonstrators, parking and logistics, preservation, and docents.
  • Communicate with volunteers regularly via email/text/phone to schedule volunteer opportunities and distribute appropriate training communications and task outlines.
  • Communicate with the Program Director to seek approval for volunteer-led projects.
  • Conduct new volunteer interviews and training.
  • Participate in volunteer-led reviews of the events and assess visitor feedback received through comment forms and surveys.
  • Maintain accurate records of the 500-volunteer database with current contact information.
  • Carry out volunteer appreciation tasks such as thank you cards and emails, providing refreshments and resources, and planning appreciation events with the Program Director.

Team Support

  • Reports to the Program Director and performs assigned tasks and duties
  • Provide administrative support to other team members when needed.

Qualifications

  • Two years experience in event planning, volunteer, and artist relations
  • Knowledge of donor database systems and CRMs, Salesforce preferred
  • Bachelor's Degree preferred
  • Must have a valid driver’s license
  • Must be able to lift 30 pounds or more

Job Type: Full-time

Pay: $45,000.00 per year

Benefits:

  • 401(k) matching
  • Dental Insurance
  • Flexible schedule
  • Life insurance
  • Parental leave
  • Professional development assistance
  • Retirement plan
  • Vision insurance

Schedule:

  • Evenings as needed
  • Weekends as needed

Work Location: In person