Volunteer & Tour Coordinator

Job Description

Job Description

This position coordinates and advances Bloedel Reserve's volunteer and guided tour programs to support operational priorities, enhance the guest experience, and strengthens community engagement. Working collaboratively across the organization, this position recruits, trains, schedules, and supports volunteers to ensure the Reserve has the volunteer resources needed to deliver exceptional horticultural stewardship, guest experiences, educational programming, and community engagement. This position is the primary resource for volunteer administration and program coordination, maintaining volunteer systems, records, documentation, communications, and training while working with departments to identify opportunities where volunteers can meaningfully support organizational priorities.

The Volunteer & Tour Coordinator also coordinates Bloedel Reserve's guided tour program by organizing tour logistics, supporting the development of volunteer and staff tour guides, expanding educational offerings, and helping create engaging interpretive experiences for guests.

ESSENTIAL FUNCTIONS

Volunteer Program Coordination

1. Collaborates with departments across the organization to identify volunteer needs and coordinates volunteer opportunities that support operational priorities and the Reserve's mission.
2. Develops and implements recruitment strategies to attract, onboard, and retain an engaged and diverse volunteer community.
3. Interviews prospective volunteers, evaluates individual skills, interests, and availability, and matches volunteers with appropriate assignments.
4. Coordinates volunteer scheduling to ensure volunteer positions are effectively filled based on operational needs.
5. Maintains accurate volunteer records, scheduling, reporting, and communications through Volgistics, Altru and other organizational systems and databases.
6. Coordinates volunteer orientation, continuing education, and other training opportunities to support volunteer success.
7. Develops, maintains, and distributes volunteer job descriptions, policies, procedures, and program documentation.
8. Maintains and regularly updates volunteer handbooks, training materials, reference guides, and volunteer resource library.
9. Coordinates volunteer communications, meetings, recognition activities, and organizational updates. Coordinates volunteer appreciation events, recognition programs, milestone awards, and volunteer benefits.
10. Maintains a regular, welcoming presence throughout the Reserve and cultivates positive relationships among volunteers and staff, helping foster an inclusive, collaborative, and mission-focused volunteer community.
11. Assists with volunteer performance concerns in collaboration with department supervisors and managers.
12. Assists with preparing the annual volunteer program budget and program reports.

Tour Program

1. Coordinates guided tour requests, scheduling, confirmations, and related communications for public, private, educational, orientation and specialty tours.
2. Recruits, trains, schedules, and supports volunteer and staff tour guides.
3. In partnership with the Director of Operations, develops and maintains tour materials, interpretive resources, tour procedures, and guide documentation.
4. Works collaboratively with the Horticulture team, Guest Services, and other departments to develop new guided tour offerings and educational experiences.
5. Evaluates tour participation, guest feedback, and operational needs to identify opportunities to expand and improve the Reserve's guided tour program.

Garden Volunteer Program

1. Works collaboratively with Garden Area Managers to recruit, coordinate, and support volunteers who assist with horticultural stewardship throughout the Reserve to include volunteer participation in seasonal projects, garden stewardship activities, restoration efforts, trail maintenance, and other horticultural initiatives.
2. Coordinates onboarding, placement, scheduling, and communications for horticulture volunteers in partnership with Garden Area Managers.
3. Supports the development and maintenance of horticulture volunteer training materials, documentation, and training opportunities.
4. Works with Horticulture staff to identify opportunities to expand volunteer participation in support of changing operational and seasonal needs.

Guest Experience Volunteer Program

1. Works collaboratively with Guest Services staff to recruit, coordinate, and support volunteers who enhance hospitality, guest engagement, community or philanthropic events, interpretation, and wayfinding.
2. Coordinates scheduling, onboarding, and training for docents, greeters, ambassadors, and other guest-facing volunteers.
3. Maintains guest experience volunteer manuals, reference materials, interpretive resources, and operating procedures.
4. Communicates operational updates, seasonal information, and organizational changes to guest-facing volunteers.
5. Works with Guest Services staff to evaluate volunteer effectiveness and identify opportunities to improve volunteer-supported guest experiences.
6. Assists in developing new guest-facing volunteer opportunities that respond to evolving guest and organizational needs.

EDUCATION & EXPERIENCE REQUIRED

Three to five years of progressively responsible experience coordinating volunteer programs, guest services, community engagement, hospitality, nonprofit operations, or a related field

1. Demonstrated ability to identify opportunities, solve problems collaboratively, and develop practical solutions that improve programs, processes, or organizational effectiveness
2. Proficiency with Microsoft Office suite of products including Outlook, Excel, Word, and PowerPoint
3. Database, CRM, planning, or logistics software experience required (Blackbaud and Volgistics preferred)
4. Excellent written, verbal, and interpersonal communication skills, with the ability to build positive working relationships with volunteers, staff, and guests
5. Ability to work collaboratively across departments and develop productive working relationships with individuals representing a wide range of backgrounds, experiences, and perspectives
6. Ability to facilitate group trainings, presentations, and volunteer meetings with confidence and professionalism
7. Strong organizational and project coordination skills with demonstrated ability to manage multiple priorities, maintain attention to detail, and meet deadlines in a dynamic environment
8. Ability to work independently while exercising sound judgment, initiative, and discretion
9. Ability to learn and effectively communicate Bloedel Reserve's history, mission, gardens, guest policies, and programs to volunteers and the public

PHYSICAL REQUIREMENTS

• Ability to lift up to 25 pounds
• Ability to sit, stand and work on feet for an extended period
• Ability to actively walk throughout the grounds on uneven terrain for up to 2.5 hours

CONDITIONS

80% Indoors: Office environment

20% Outdoors: Pacific Northwest weather conditions

Our Commitment to Diversity: Bloedel Reserve is committed to fostering a culture of inclusion and belonging. We recognize that public horticulture has historically excluded and continues to disproportionately exclude Black and Indigenous people, people of color, people with disabilities, and LGBTQ+ people. We strongly encourage applications from individuals with these identities, as well as anyone who brings a unique perspective to our work.

We are committed to supporting employees by making accommodations as needed, ensuring accessibility, and promoting an environment where employees feel valued and empowered to grow.