Tour & Volunteer Coordinator

Portland Japanese Garden is fortunate to have the support of approximately 200 volunteers that set the tone for the Garden experience and further our mission – art of craft, connection to nature, and experience of peace. There are six distinct volunteer programs: Bonsai Docents, Event Volunteers, Tour Guides, Garden Monitors, Horticulture Volunteers, and Exhibition Docents. The goal of these programs is to either physically maintain the garden spaces or educate the public about Japanese arts and crafts and the Garden’s mission.

The Tour and Volunteer Coordinator reports to the Director of Volunteer Programs and is responsible for the daily operations of the volunteer and tour programs. On the volunteer side, this includes all volunteer communication, recruitment, onboarding, and scheduling. As the tour coordinator, this position is responsible for managing our public tour calendar and scheduling group visits to the Garden.

The perfect candidate for this position is a strong advocate for volunteerism and views volunteers as important strategic partners and donors, rather than free labor. They will also be highly organized, diplomatic, and a life-long learner.

COVID-19 Vaccination Policy: For the safety of our staff, volunteers, and guests, Portland Japanese Garden requires all staff and volunteers to be vaccinated against the COVID-19 virus, including the booster. Candidates must be fully vaccinated by their hire date and must provide proof of vaccination upon hire.

Primary Duties 

Tour Coordinator (40%)

• Manage public tours, private tours, school tours, and group sales.
• Recruit and schedule volunteer tour guides. Give tours when a volunteer guide is unavailable.
• Coordinate group arrival with Front of House staff. This may include Admissions, Visitor Services, and the Security Team.
• Greet tour groups when they arrive at the Garden and process their admission.
• Communicate Garden etiquette and organizational policies to groups during the booking process and again at check-in. The Tour and Volunteer Coordinator is responsible for a group’s conduct when they are in the Garden.
• Follow up with groups after their visit to improve tours and guide performance.
• Evaluate tours annually and recommend improvements to the Director of Volunteer Programs.
• Become an expert in the Garden’s history, symbolism, plants, etc. Be a resource for the volunteers.

Volunteer Coordinator (60%)

• Maintain the calendars for six volunteer programs.
• Recruit, screen, orient and match highly skilled volunteers with appropriate opportunities.
• Receive volunteer requests from all Garden departments and recruit volunteers to fill open shifts. The volunteer coordinator will fill in for absent volunteers when necessary.
• Maintain ongoing communications with the volunteers through e-blasts, quarterly newsletters, and print materials.
• Be out in the Garden whenever possible to communicate and socialize with the volunteers. Mentor and coach them on their performance. Report back with issues to the Director of Volunteer Programs.
• Find leadership opportunities for volunteers to deepen their involvement with the organization.
• Maintain volunteer policies and procedures including volunteer position descriptions, volunteer handbook, and orientation materials.
• Execute four annual docent orientations and monthly volunteer socials.
• Oversee the volunteers during cultural festivals and/or special events.
• Analyze, prepare, and present outcome reports on the extent, nature, and value of volunteers.
• Develop and administer annual volunteer satisfaction survey; compile and report result to the Director of Volunteer Programs.

Other Responsibilities  

• Maintain a high level of professionalism in manner and appearance
• Develop a familiarity about Portland Japanese Garden to speak articulately and passionately about Portland Japanese Garden’s mission, programming, and events
• Get to know volunteers and fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
• Familiarize oneself with the organization and the Employee Handbook
• Adhere to Garden dress code (business casual)

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

• Bachelor’s degree preferred, but not required
• At least 2 years of experience in volunteer administration, community outreach, program development, or similar experience preferably in a cultural organization
• Prior management/supervisory experience
• Strong interpersonal skills, capable of establishing and growing positive relationships with a variety of community stakeholders
• Experience planning and managing small events
• Comfortable speaking in front of groups as large as 200 people
• Strong communication abilities with clear writing, articulate speaking, and the ability to present information to an audience effectively
• Possess cultural agility skills necessary to work effectively with diverse people of all ages and background
• Experience working with a database and generating reports. Volgistics and Tessitura experience is a plus

Special Requirements

• Must be able to work weekends, as this position will work Wednesday – Sunday
• Must be able to work efficiently in an open and busy office environment
• Must be able to remain in a stationary position and/or move about the Garden for several hours
• Personal passion for Japanese culture and history, art and design, travel, and/or landscape design and horticulture
• Being bilingual in any language is a plus
• Valid driver’s license and ODL background check

Compensation & Schedule

• Wage: $19.50/hour
• This is a full-time, hourly position with 40 hours per week. Shifts are typically 8 hours (plus ½ hour lunch). Hours are Wednesday – Sunday, 8:00am to 4:30pm. Occasional evening work is required.
• Benefits:
  • health, dental, and vision insurance (premium 100% covered for employees)
  • 401k plan (after 6 months, with 4% employer match after 1 year)
  • up to 8 weeks of paid family and medical leave
  • flexible spending accounts for medical and dependent care expenses
  • paid vacation, sick, and holiday time
  • free access to the Employee Assistance Program (EAP)
  • free membership to Portland Japanese Garden
  • free reciprocal access to other local attractions such as the Portland Art Museum, Lan Su Chinese Garden, OMSI, and Oregon Zoo

To apply, please submit a resume that includes three work related references through our online Career Center. In lieu of a cover letter, you will be asked the following questions in the online application:

• Describe your most recent volunteer management role. What were the challenges? What were the highlights? What would you do differently?
• You will be supervising people who are working for free. How will you reward and motivate them?
• What sets you apart from other candidates?

Please, no phone calls or hand-delivered applications.

Applications will be accepted until the position is filled. Applications will be reviewed, and interviewed will be scheduled, as submissions are received. All submitted applications will be held in confidence.