Faculty and Volunteer Coordinator

Description

The Faculty and Volunteer Coordinator works with the Programs team, department heads, faculty, and the studio teams to manage and coordinate volunteer and faculty assignments for classes, workshops, events, and community-focused programs. Responsibilities include communications with faculty and volunteers regarding pending classes and events, helping manage recruitment and scheduling of faculty and volunteers, maintaining accurate and accessible record keeping across multiple data sets, and overseeing the day-to-day operations of the volunteer program.

The Faculty and Volunteer coordination ensures that faculty members and volunteers are assigned and confirmed for each class, program, and event as needed. This position works closely with our Salesforce Admin and our marketing and ecommerce team to make sure that planned classes are entered into our store and our CRM, with accurate and updated class data. This role also works with Finance and faculty to support payroll reporting and reconciliation.

Other tasks include participating in planning meetings, building class and event data, and maintaining a roster of active faculty and volunteers.

This is a great role for someone who is highly organized, communicative, enjoys working with people, and also enjoys the precision of managing and entering data accurately.

• Schedule faculty for classes, workshops, and events with input from the Programs team and others.
• Working alongside Programs Team and Department Heads, help orchestrate class planning meetings throughout the year. Includes preparation for meetings, notes and documentation of needs, and providing a workable data set of class information using tools like Salesforce, Google sheets, and Excel.
• Monitor schedules of faculty to prevent or minimize overtime or potential overtime situations, and work with other staff to resolve scheduling conflicts.
• Confirm faculty and volunteer schedules and communicate any changes to the appropriate parties.
• Monitor and update scheduling calendars to include classes, events, workshops, team building programs, and special events.
• Maintain systems for scheduling both faculty and volunteers.
• Collaborate with Crucible staff to assess volunteer needs in the studio, office, youth programming, and special events.
• Responsible for recruitment, screening, placement, and evaluation of volunteers.
• Assign volunteers to meet organizational needs appropriate to their interests and skills.
• Coordinate and lead all volunteer training and orientation sessions.
• Responsible for maintaining, revising, and distributing volunteer manuals, and policies.
• Responsible for documenting and tracking all volunteer statistical information and other volunteer program records including hours worked and discounts earned using Salesforce and Google sheets.
• Assist with faculty and volunteers’ class registrations.
• Responsible for planning the annual volunteer appreciation party collaboratively with the Events Coordinator and staff and faculty.

• Keep track of all faculty and volunteer staffing requirements for all Crucible programs.
• Provide class information in a timely manner to meet all print and online deadlines from the Marketing/ecommerce team.
• Input instructor’s schedules, pay rate, and any other related information into Salesforce as needed, particularly with respect to onboarding new faculty.
• Make timely updates to the status of classes to properly notify faculty and students of at-risk, pushed, or canceled classes.

The ideal candidate brings a highly-collaborative, teamwork approach. The highly interactive nature of these responsibilities requires an on-site presence. Additional requirements include:

• Minimum of two years of scheduling or event booking experience—preferably with an established arts education nonprofit organization or equivalent setting.
• Experience with Salesforce, Google Suite.
• Experience with Paylocity a plus.
• Ability to prioritize, and manage multiple projects and deadlines (competing).
• Ability to work with a high degree of accuracy.
• Ability to work both independently and collaboratively, take initiative, and be proactive around problem-solving.
• Familiar with Oakland and engaged in the Oakland community in some way.
• Approaches work with an equity and inclusion lens.
• Demonstrated commitment and ability to work with populations that are both economically and ethnically diverse
• Willing to work irregular hours including occasional overtime, evenings, and weekends when required.
• Ability to lift 20 pounds, current valid CA driver’s license.

Please apply by clicking the link, and include your cover letter and resume.

The Crucible is an equal opportunity employer and encourages applications from all persons, especially those who bring the benefits of diversity to the organization. Women, people of color, people who identify as LGBTQIA, and persons with disabilities are strongly encouraged to apply.