The V&E Coordinator will work closely with the MDC Manager to create welcoming, streamlined systems that encourage community participation while ensuring federal intake and reporting requirements are met. This person will work collaboratively with the other program leads to ensure strong strategic planning and clear communication. They also will work, as needed, with volunteers on the island of Hawaiʻi in support of the Hawaiian Islands Humpback Whale National Marine Sanctuary.
The Volunteer and Events Coordinator will partner with the MDC Manager to execute strategic marketing initiatives targeting both local communities and visitors. Key responsibilities include designing marketing materials and developing content to promote events. This person will also support daily facility operations to ensure the smooth and successful running of the discovery center.
The person in this position will be an employee of the National Marine Sanctuary Foundation, supporting the scope of a Cooperative Agreement with NOAA’s Office of National Marine Sanctuaries. This position will be embedded with Papahānaumokuākea National Marine Sanctuary staff at the Mokupāpapa Discovery Center in Hilo, Hawaii.
The National Marine Sanctuary Foundation is committed to a culture of inclusion, equity, and belonging. We are dedicated to attracting and retaining a diverse staff. We honor experiences, perspectives, and unique identities, and welcome the contributions that you can bring to the dedicated team. With a diverse team of employees, we can grow and learn better together and achieve our mission to protect the health of the ocean, coasts and Great Lakes for current and future generations.
Volunteer Coordination:
- Work with MDC Manager in planning and leading volunteer programs, meetings and appreciation events;
- Solicit and recruit volunteers, complete required paperwork (including fingerprinting and security clearances) and ensure sufficient volunteer participation and record maintenance;
- Create and conduct training sessions for new volunteers, develop/revise content for training, and provide regular in-service training opportunities to all volunteers;
- Schedule and support volunteers for program activities, education, and outreach events;
- Manage the volunteer supply budget, ensuring needed supplies including shirts, name badges, etc.;
- Oversee volunteers in MDC, and when volunteers are unavailable, ensure the MDC remains adequately staffed;
- Regularly revise and update the PNMS volunteer training handbook;
- Create and maintain a volunteer “bulletin board” and social/training room for volunteers;
- Maintain a comprehensive database of all PNMS volunteers (includes Oahu &Hawai‘i); and attend quarterly ONMS volunteer meetings;
- Maintain and report volunteer data and activity reports to MDC Manger, including photos, descriptions of activities, and hours and volunteer numbers.
Events & Facilities:
- Develop and coordinate mission-focused community events at MDC.
- Promote, schedule and coordinate use of MDC by the local community, visitors, outside parties, and affiliated partners of PNMS in concert with the MDC Manager and education team;
- Regularly update protocols for renting of the facility, including a system for leadership to evaluate appropriateness of events; a fee schedule for users that factors in staff time, security, etc.; and updates to the facility use and rental agreement protocol;
- Assist MDC team with day-to-day operations of the facility;
- Coordinate preparation and reset of the facility space before and after events;
- Lead advertising efforts for upcoming events occurring at MDC;
- Coordinate with all staff based at MDC for use of facilities for lectures, classroom activities, and education programs for visitors;
- Assist with education programs when group sizes are especially large, or as necessary.
Required Qualifications:
- Bachelor’s degree from an accredited four (4) year college or university in Education, Hawaiian Studies, Public Relations, Communications, Hospitality or related field;
- Three to five (3-5) years of experience in event management, volunteer coordination, or other community and project organizing roles. Extensive experience may be substituted for formal education;
- Experience in marketing and advertising venue events.
- Ability to communicate effectively with volunteers, educators, community partners and the general public;
- Systems-oriented. Able to attend to details, effectively prioritize a variety of competing tasks under strict timelines, and meet multiple deadlines and approval processes;
- Excellent written and oral communications skills;
- Ability to work collaboratively with a team, or independently;
- Ability to work flexible hours (e.g. occasional holidays, nights, and weekends);
- Knowledge of and proficiency with various software suites (e.g. Word, Excel, Adobe Suite of design, layout, Canva, and Google Drive, etc.);
- With a spirit of flexibility and mutual team support, undertakes tasks as needed and assigned for overall team success;
- Experience working in communities with diverse cultural and/or socioeconomic backgrounds;
- Familiarity working with the government and non-governmental organizations;
- Ability to work outdoors, and lift up to 50 pounds; and
- Maintain a valid driver’s license.
Preferred Qualifications:
- Ability to work effectively with technology, especially as related to graphic design, video editing, and other marketing software;
- Social media marketing – Facebook and Instagram;
- Familiarity with CRM (Customer Relationship Management) software.
Why You Will Love Us
The National Marine Sanctuary Foundation (“Foundation”) is a leading voice for US protected waters, working with communities to conserve and expand those special places for a healthy ocean, coasts, and Great Lakes. The Foundation works in close partnership with the National Oceanic and Atmospheric Administration (NOAA) to increase stewardship of our ocean and Great Lakes through on-the- water conservation projects, and education and public outreach activities, and by support for research. Together, we safeguard species and the places they call home, and support coastal communities and economies.
- Dedicated and passionate staff committed to marine and Great Lakes Conservation
- Generous leave policy
- Health benefits: Medical with an FSA option; dental, and vision
- Foundation paid Life and Disability Insurance
- Preparing for the Future: 403(B) with employer contribution after one year of service
Compensation and Benefits: $24.00 – $25.00 an hour, based on experience.
