Volunteer Programs Assistant

Asian Art Museum•San Francisco, CA

18h•$27 - $32•Onsite

About The Position

Do you love bringing people together, keeping systems running smoothly, and making meaningful work happen behind the scenes? The Asian Art Museum is seeking a Volunteer Programs Assistant to be the connective force behind our vibrant volunteer community of approximately 150 volunteers, docents, and storytellers who power our educational programs and visitor experiences. This is a vital, people-centered role at the heart of the Museum’s operations. As the Volunteer Programs Assistant, you’ll support every stage of the volunteer journey—from recruitment and onboarding to scheduling, training coordination, and retention—ensuring our volunteers feel informed, supported, and inspired. You’ll serve as the organizational hub for volunteer programs across Learning and Civic Engagement, Public Programs, and the Museum Store , providing thoughtful coordination, clear communication, and reliable administrative support. Whether you’re managing databases, coordinating schedules, or engaging face-to-face with volunteers and visitors, your work will directly shape the Asian Art Museum’s ability to serve the community. POSITION SUMMARY The Asian Art Museum is seeking a Volunteer Programs Assistant to support approximately 150 active volunteers, docents, and storytellers who support our educational programs and visitor services. This is a vital role in supporting the museum's volunteer community by performing recruitment, scheduling, onboarding, training coordination, and retention activities . The position ensures seamless volunteer operations across Learning and Civic Engagement , Public Programs , and the Museum Store departments through exceptional program implementation , communication, and administrative support. This position regularly engages staff, vendors, visitors, volunteers, members, and colleagues in a personable and respectful manner . The role serves as the organizational hub for our volunteer community , maintaining database systems and conducting communications that keep our volunteer programs running effectively. The Volunteer Programs Assistant is a full-time position requiring approximately 40 hours per week , with a flexible schedule that includes regular weekend availability for volunteer support, recruitment , and community outreach activities. The typical schedule is Thursday through Monday (five days , including two weekend days) to align with museum public hours and community outreach opportunities. Work is performed both onsite at the museum and offsite in the community, with schedules subject to adjustment based on operational and program needs . This position is well-suited for someone with strong organizational skills who enjoys working with diverse groups, can execute multiple priorities simultaneously, and takes satisfaction in maintaining systems that work.

Requirements

High school diploma or equivalent and at least one (1) year of related administrative or volunteer coordination experience; OR An equivalent combination of education and experience
Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel , PowerPoint ) and Google Workspace (Drive, Docs, Sheets, Sites, Calendar)
Experience with video conferencing platforms, particularly Zoom
Excellent oral and written communication skills with ability to interact professionally with diverse audiences
Experience with or ability to quickly learn volunteer management database systems
Outstanding organizational skills with demonstrated ability to manage multiple priorities simultaneously while maintaining attention to detail
Strong problem-solving abilities and sound judgment when assessing situations and implementing solutions
Flexibility and adaptability when working in ambiguous situations
Exceptional interpersonal skills with the ability to work collegially across departments and with volunteers of all backgrounds
Customer service orientation with diplomacy and tact
Ability to maintain confidentiality and handle sensitive volunteer information with discretion
Ability and willingness to work during museum public hours, onsite at the museum and offsite conducting outreach , Thursday through Monday (five days, including two weekend days), approximately 40 hours per week
Occasional evening hours required to support museum programming and volunteer events
Valid California driver's license and reliable personal vehicle for occasional transportation of program materials and supplies
Ability to operate a personal vehicle safely for museum-related errands and material transport

Nice To Haves

Bachelor's degree in education, art education , museum studies, or closely related field from an accredited college or university
One or more years of experience in museum , arts, cultural, or nonprofit volunteer coordination
Experience with FileMaker or similar database management systems
Knowledge of or interest in Asian art, history, and culture
Multilingual abilities, particularly in languages spoken by Bay Area communities

Responsibilities

Volunteer Scheduling and Coordination Serves as primary point of contact for volunteers, storytellers, and docents on general museum activities and schedules.
Conducts comprehensive scheduling for volunteers, adjusting shift allocations based on operational needs and visitor traffic patterns
Makes docent assignments for daily public tours , special exhibition tours, paid group tours (in collaboration with other departments and staff )
Schedules storytellers for public storytelling programs, working collaboratively with the Education Department to align resources with school tour programming needs
Generates, distributes, and maintains accurate schedules through multiple platforms including volunteer management database, Google Workspace tools, and physical postings in the Volunteer Center
Updates schedules daily to reflect real-time changes, cancellations, and volunteer availability
Recruitment and Onboarding Supports and implements volunteer recruitment initiatives —both onsite and offsite— by preparing orientation materials , responding to inquiries via phone and email , tabling at events on Saturdays and Sundays, and describing volunteer opportunities to prospective applicants
Schedules and coordinates mandatory orientation sessions for new volunteers, docents, and storytellers
Supports departmental staff to develop and implement position-specific training programs, ensuring new volunteers are prepared for their assignments
Conducts follow-up communications with orientation attendees to facilitate smooth integration into volunteer roles
Communication and Volunteer Relations Serves as primary point of contact for volunteers, docents, and storytellers, providing accurate information about museum activities, policies, and opportunities
Maintains ongoing communication with volunteer community to answer questions, clarify assignments, and resolve scheduling conflicts
Composes departmental correspondence and coordinates specialized mailings to volunteer groups
Cultivates positive relationships between volunteers and the museum through responsive, professional service
Program Support and Cross-Departmental Collaboration S upports other staff and volunteer leaders to plan and schedule volunteer meetings, training sessions, recognition events, and recruitment activities
Represents the Learning and Civic Engagement department in cross-departmental coordination, ensuring volunteer resources are deployed effectively to meet museum operational needs
Supports accessible and inclusive volunteer programming for diverse community members
Database and Records Processing Maintains and updates volunteer management database with accurate volunteer information, availability, training records, and service hours
Maintains and updates volunteer rosters, email distribution lists, and service hour logs for reporting and recognition purposes
Tracks docent credits and maintains comprehensive records of volunteer contributions
Ensures data integrity and confidentiality of volunteer records in accordance with museum policies G enerat es reports for voluntee r, docent, and storyteller recognition, grant reporting, or operational analysis
Administrative Functions Handles email and phone correspondence, establishes and maintains filing systems, and manages general office operations
Responds to telephone and email inquiries in a timely , professional manner
Performs other related duties as assigned to support the Learning and Civic Engagement department