Small Museum Association

    Small Museums Working Together

Volunteer Coordinator - Americorps Member

09 Aug 2021 11:40 AM | Caitlin Swaim

PURPOSE AND SCOPE:

This is an 11-month, full-time (40 hours/week) position as a member of the Volunteer Maryland (VM) AmeriCorps program serving as the Volunteer Coordinator at Annapolis Maritime Museum & Park (AMM). Volunteer Maryland AmeriCorps Members, ACM’s, are responsible for building capacity and developing and implementing a volunteer program as agreed to in the VM site partnership negotiations that occurred in spring, 2021. The member’s activities will target increasing the AMM’s effectiveness and expanding the museum’s reach or scope by growing and professionalizing the volunteer program that serves over 350 volunteers. The outcome will be an increase in capacity for the AMM to serve its community. The VM service year will begin on September 15, 2021 and conclude on August 2, 2022. As part of the Americorps program, Volunteer Coordinators are expected to complete 1,700 hours of service during the term.

SITE SPECIFIC PROJECT SCOPE:

The Volunteer Maryland AmeriCorps Member will aim to recruit at least 50 volunteers who will be join one of our 10 volunteer teams (Docents/Visitor Services, Education, Events, Office Support, Archives/Collections, Wooden Boat Crew, Gardens, Aquarium Maintenance, Skipjack Crew, and Skipjack Tour Guides). The Americorps Members will be responsible for direct communication and support of the volunteer captains of each team. The volunteer captains are responsible for the day-to-day operations of their team including scheduling, training, and recognition.  

Duties involved in supporting volunteer captains includes recruiting new volunteers, assisting in volunteer recognition and training, managing new volunteer applications and updating the volunteer database, collating volunteer hours from all team captains, organizing an annual volunteer fair and the annual end-of-season volunteer dinner.

The AmeriCorps Member will also work with staff to create or revise the following volunteer program elements:

  •  Evaluate our volunteer recognition system and suggest a more structured, organization-wide system
  • Evaluate existing volunteer policies

BENEFITS:

VM AmeriCorps members receive a living stipend of $15,100 (pending funding), health insurance if they are not already covered. They may also qualify for a childcare allowance. Other benefits include mileage reimbursement for site-related travel, student loan deferment, professional training, valuable networking opportunities, working with a dedicated team of AmeriCorps members and staff, and making a real difference in a local community. After completion of a successful service year, members receive an education award of $6,345 through the Segal AmeriCorps Education Award- CNCS. May access over 600 national service employees through AmeriCorps Alumni services. Some members may qualify for Public Service Lean Forgiveness, per Consumer Financial Protection Bureau https://www.consumerfinance.gov/ask-cfpb/what-is-public-service-loan-forgiveness-en-641/

DUTIES:

  • Develop a written work plan and timeline for implementation
  • Develop program materials such as a policy and procedure manual, volunteer position descriptions, promotional fliers or brochures, and screening, training, and evaluation tools.
  • Recruits new volunteers on an as needed basis and through collaboration with volunteer captains and various techniques including presentations to businesses or community groups, staffing information booths and community events, utilizing databases, email, press releases, and an annual volunteer fair.
  • Screen volunteers as necessary; procedures might include interviews, reference checks, and criminal background checks.
  • Orients, trains, coaches, motivates, measures, and evaluates volunteers in accordance with organizational policies, procedures, and programs. Conducts frequent volunteer orientations and develops volunteer training tools and curriculums with support from volunteer team captains.
  • Manage volunteer support, training, scheduling, and recognition. Acts as on-site support during operating hours if volunteers are not available.
  • Act as liaison with volunteer captains, enlist new captains as needed. Supervise volunteers and act as on-site support during operating hours if volunteers are not available. Schedule and organize Volunteer Appreciation events; facilitate volunteer awards and recognition.
  • Maintain accurate records of volunteer participation. Review new, organization-wide applications and update volunteer database. Solicit and manage volunteer waivers, completing paperwork related to ongoing participation in volunteer opportunities.
  • Serve as a liaison to facilitate communication between the volunteers and staff.
  • Coordinate teams of volunteers for new or large-scale projects.
  • Communicate frequently with volunteers to ensure they are satisfied and solicit feedback on all programming and events. This includes a monthly newsletter sent to all volunteers.
  • Evaluate progress made in achieving the program’s goals; report on progress in statistical and narrative reports for Volunteer Maryland.
  • Develop and network with community partnerships to support the volunteer program.
  • Serve as public ambassador for the Annapolis Maritime Museum, Volunteer Maryland, and AmeriCorps.
  • Participate in VM and AmeriCorps training, service projects, and other activities.
  • ACMs may be assigned other volunteer program duties during the course of the service year by the Service Site Supervisor.
  • Note: The AmeriCorps member will not be allowed to perform duties that violate the AmeriCorps

 

Prohibited Activities or fall outside of the program goals

  • Note: Volunteer Maryland AmeriCorps members may not perform any services or duties or engage in activities that would otherwise be performed by an employee as part of the assigned duties of such employee. An employer may not displace an employee or position, including partial displacement such as reduction in hours, wages or employment benefits as a result of the use of a VM AmeriCorps member (or any Nationals Service member). An organization may not displace a volunteer by using a VM ACM in a program.

SELECTION PROCESS:

To participate in Volunteer Maryland, applicants must submit a written application. Staff will review the application, with special emphasis placed on the writing sample, invite the applicant to interview if appropriate, conduct two reference checks, and complete a criminal background investigation. After an applicant has been tentatively matched, the three-part criminal history check will be initiated. Individuals will not be allowed to begin training until all results are received and verified by the program.

ENROLLMENT REQUIREMENTS: (45 CFR § 2522.200)

To serve as a Volunteer Maryland AmeriCorps member, an individual must:

  • be at least 17 years of age
  • have a high school diploma or its equivalent
  • be a citizen, national, or lawful permanent resident alien of the United States;
  • satisfy the national service criminal history check
  • of the national sex-offender registry
  • state repository check (Maryland and state of residence),
  • and FBI fingerprint check;
  • complete pre-service training requirements

 

Must be able to provide document of: (no later than the first day of training)

  • Age,
  • Education, and
  • Citizenship

 

The following are acceptable forms of certifying status as a U.S. citizen or

national:

  • A birth certificate showing that the individual was born in one of the 50 states, the District of Columbia, Puerto Rico, Guam, the US Virgin Islands, American Samoa, or the Northern Mariana Islands;
  • A United States passport
  • A report of birth abroad of a US citizen (FS-240 issued by the State Department;
  • A certificate of birth-foreign service (FS 545) issued by the State Department.
  • A certification of report of birth (DS-1350) issued by the State Department
  • A certificate of naturalization (Form N-550 or N-570) issued by the Immigration and Naturalization Service; or
  • A certificate of citizenship (Form N-560 or N-561) issued by the Immigration and Naturalization Service.

 

The following are acceptable forms of certifying status as a law permanent resident

alien of the United States:

  • Permanent Resident Card, INS Form I-551
  • Alien Registration Receipt Card, ISN Form I-551
  • A passport indicating that the INS has approved it as temporary evidence of lawful admission for permanent residence; or
  • A Departure Record (INS Form I-94) indicating that the INS has approved it a temporary evidence of lawful admission for permanent residence.

 

If primary documentation is not available, the program must obtain written approval from the corporation that other documentation is sufficient to demonstrate the individual’s status as a US citizen, US national, or lawful permanent resident alien.

 

Criminal history checks will be initiated before the start of service; an individual will be ineligible if s/he is required to register on the National Sex Offender Registry, has been convicted of murder, or fails to disclose any previous conviction. Other convictions or pending charges will be evaluated on a case-by- case basis in accordance with program policy.

 

SKILLS, ATTITUDES & ABILITIES NECESSARY:

  • Skilled at taking initiative, problem solving, and working independently, to be able to develop and implement a volunteer program.
  • Skilled at building interpersonal relationships, to work effectively as part of a team (at the AMM and with their cohort), and to manage volunteers.
  • Strong verbal skills, to communicate effectively with staff, volunteers, and community groups.
  • Skilled at written communication, to develop program materials and reports.
  • Committed to the concept of national service and to making a difference in his/her community.
  • Basic computer literacy, to be able to produce program materials and track volunteer hours.
  • Have own, or have access to, transportation to and from VM trainings, events, and Service Site-related activities.
  • Able to respond to organizational change productively and maintain positive attitude.
  • Have an open mindset and focus on possibilities thinking.

 

ORIENTATION AND TRAINING:

Volunteer Maryland provides approximately 20 days of training in program development, volunteer management, marketing, communication, leadership skills, history of National Service, AmeriCorps prohibited activities and unallowable activities. VM’s training schedule meets the AmeriCorps requirements as per 45 CFR § 2520.50. Training is held the first two weeks of the service year, with monthly training days throughout the rest of the year. Additional training opportunities are also available through AmeriCorps, service sites and Volunteer Maryland. The Site Supervisor provides orientation to the VM AmeriCorps member service site.

SUPERVISION:

The Site Supervisor provides day-to-day supervision. The Site Supervisor will evaluate performance in accordance with the agency’s policies. In addition, Volunteer Maryland’s Director and Program Manager provides overall supervision to all VM AmeriCorps members. VM Program Manager and Site Supervisors share transparent communication regarding progress and challenges during the service year.

EVALUATION & REPORTING:

The Site Supervisor and VM Program manager will complete an evaluation of the member

approximately halfway through the service year (February). The AmeriCorps member will complete a self-evaluation at the same time. The Site Supervisor will meet with the AmeriCorps member to discuss evaluation, both member and Site Supervisor will sign and submit evaluation to VM Program Manager. The VM Program Manager, will contact each AmeriCorps member to review and discuss VM evaluation. At the completion of the service year, the same process is completed, and the VM Program Manager compiles and delivers evaluation to member. The ACM is required to submit monthly reporting, a work plan at the beginning of the service year and a mid and final report. Additional deliverables are required throughout the service year, a deliverable schedule is provided on the first day of service.

VOLUNTEER SERVICE

Each Volunteer Maryland AmeriCorps member is encouraged to volunteer as part of their service year. The volunteer activity cannot be within any of the prohibited activities and should be discussed with their Site Supervisor prior to engaging in the volunteer activity. The ACM may volunteer at their site. The ACM may claim up to five percent (5%) on their timesheet for volunteer activities. If the volunteer activity is fundraising, the ACM will need to include these hours under fundraising on their timesheet.

HOURS:

Volunteer Maryland AmeriCorps Members are required to serve approximately 40 hours each week. The office hours will be 9am – 5pm Monday - Friday Volunteer Maryland training days are typically 0:00 am – 4:00 pm.

LOCATION:

The AmeriCorps Members’ office will be located at 723 Second Street Annapolis MD 21403. VM

training locations will be held at locations throughout Maryland. Please note: locations may not be accessible by public transportation.

PROHIBITED ACTIVITIES

AmeriCorps members may not engage in the below activities directly or indirectly by recruiting,

training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed below on their initiative, on non-AmeriCorps time, and using non-federal funds. Individuals should not wear the AmeriCorps logo while doing so. AmeriCorps members will not be allowed to take part in the following prohibited activities:

***While charging time to the AmeriCorps program, accumulating service or training hours, or

otherwise performing activities supported by the AmeriCorps program or CNCS, staff and members may not engage in the following activities (see 45 CFR § 2520.65):

 

  • Attempting to influence legislation;
  • Organizing or engaging in protests, petitions, boycotts, or strikes;
  • Assisting, promoting, or deterring union organizing;
  • Impairing existing contracts for services or collective bargaining agreements;
  • Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office;
  • Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials;
  • Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization;
  • Providing a direct benefit to—
  • a.     a business organized for profit;
  • b.     a labor union;
  • c.     a partisan political organization;
  • d.     a nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and
  • e.     an organization engaged in the religious activities described in paragraph C. 7. above, unless CNCS assistance is not used to support those religious activities;
  • Conducting a voter registration drive or using CNCS funds to conduct a voter registration drive;
  • Providing abortion services or referrals for receipt of such services; and
  • Such other activities as CNCS may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non-AmeriCorps time, and using non-CNCS funds. Individuals should not wear the AmeriCorps logo while doing so.
  • Such other activities as the CNCS or GOSV may prohibit.

 


Powered by Wild Apricot Membership Software