Tour & Volunteer Coordinator

Delaware Art Museum is currently seeking a part-time Tour & Volunteer Coordinator to work closely with Volunteers, Museum Guides, youth and adult tour groups, and with the Learning & Engagement Team to provide internal administration and coordination. This is an ideal position for candidates interested in museum work and able to work 25 to 29 hours, preferably Monday-Friday or Tuesday-Friday with occasional evening and weekend hours as needed.

Responsibilities include correspondence and coordination for group tours and assistance with public program administration, transactions, and registration processes. Responsibilities also include recruiting volunteers and scheduling the volunteers and Museum Guides who lead tours for the public. Developing relationships with the volunteers to grow and sustain their connection to the Museum is key. The position reports to the Assistant Director of Learning & Engagement.

Responsibilities and duties

Tour Coordination

  • Timely processing and scheduling of group reservations for youth and adult tours
  • Create and maintain individual records for tour reservations and volunteer meetings on the Museum calendar
  • Respond to incoming inquiries and requests and coordinate an experience that suits groups’ needs and schedules
  • Serve as the primary contact for tour reservations and maintain communication with group contacts
  • Manage tour changes and cancellations in a timely manner; communicate changes to relevant parties (i.e. group contact, Museum Guides, Visitor Services and Operations staff)
  • Schedule Museum Guides for all group tours (i.e. youth and adult tours); ensure Guides are appropriately paired with tour groups
  • Regularly communicate relevant information to Museum Guides in a timely manner, such as tour information and special requests
  • Enter public program information and maintain program and tour records in the Museum’s database system including setting up transaction methods and logging program attendance
  • Liaise with Visitor Services and Operations staff regarding upcoming group reservations and public programs and coordinate the best possible experience for visitors
  • Assist with marketing group tours to schools and other organizations.

Volunteer Coordination

  • Work with staff across departments to find volunteer opportunities and fill them in a timely manner
  • Recruit and onboard new volunteers; develop a strategy for volunteer recruitment, engagement, and retention
  • Plan opportunities for volunteer appreciation and recognition
  • Organize effective volunteer management systems, including identification, onboarding, orientations, and training processes
  • Provide ongoing follow up and support for all volunteers
  • Maintain volunteer information database, and a calendar of volunteer opportunities
  • Reassign or terminate volunteers as needed, in consultation with Assistant Director of Learning & Engagement
  • Keep volunteer information up-to-date and relevant in Museum materials and on the website
  • Provide volunteer support, when needed, for front line staff
  • Communicate volunteer opportunities for Museum Staff, and follow up with staff to coordinate
  • Provide assistance and volunteer support for occasional large weekend or afterhours events, including, but not limited to, festivals.

The successful candidate should possess:

  • Excellent computer skills (MS Word, Excel, PowerPoint), including comfort with database work, are imperative. Experience with Altru is a plus but not required.
  • Strong customer service skills with the ability to build productive relationships, resolve issues, and win customer loyalty. A history of relationship-building is required.
  • Strong verbal and written communication skills.
  • Congenial attitude when responding to visitor feedback, including receiving complaints and criticism. Knowledge of (or experience with) de-escalation techniques desired.
  • Ability to work in a fast-paced environment and manage multiple projects simultaneously
  • Very high attention to detail and accuracy; commitment to flawless execution of detailed plans.
  • Knowledge of the Wilmington and Brandywine Valley Schools, businesses, and cultural and civic institutions is a plus.
  • Highly motivated and able to work both independently and as part of a team.
  • Self-motivated and results-driven.
  • Commitment to values and mission of the Delaware Art Museum.

We invite you to apply. Interviewing will begin when qualified applicants have been identified; the job will close when an offer has been accepted. Please send a cover letter and resume to HR@delart.org. The rate of pay is $15/hr.

The Delaware Art Museum is committed to inclusivity and encourages qualified candidates from all cultures and communities to apply. Delaware Art Museum is an equal opportunity employer.