Volunteer Management Administrator

Reports directly to and is a member of the Technology Management Committee and indirectly reports to the Guild committee chairpersons referenced below.


Provides technical support for the online volunteer management activities of the Membership, Directory, Service Awards, Museum Shop, and Information Desk Committees, including data entry, computer software maintenance and updating, advice regarding program capabilities and limitations, and other support as requested.

Time requirement:  1 to 2 hours per week

Essential Duties and Responsibilities

  • Meets regularly with the Technology Management Committee
  • Communicates regularly with the Chairs of the Membership, Directory, Service Awards, Museum Shop, and Information Desk Committees
  • Evaluates current technical needs and identifies potential solutions
  • Enters data, or trains others to enter data, into the applicable software
  • Prints, or trains others to print, reports from the applicable software
  • Ensures a system of backup and archival of essential data
  • Updates and maintains the Email Alias structure in the Guild’s Google Administrator Account
  • Updates and maintain the Guild’s online forms provided by Jotforms


  • Training program with Guild Technology trainers and/or lynda.com
  • The Volgistics internet application which provides extensive record keeping, scheduling, and reporting for volunteer organizations
  • Google Administrator software for the creation and maintenance of email aliases and groups
  • Jotforms software for the creation and maintenance of online forms

Position Qualifications

  • Thorough knowledge and familiarity with the Volgistics application
  • Familiarity with Google Administrator
  • Familiarity with Jotforms
  • Working knowledge of MS Word, MS Excel

Special Considerations

  • Must have access to PC computer or laptop, Internet access and email
  • Must possess good communication skills and great patience to provide technical assistance to Guild members

Time Line


  • Provides budget information to the Chair of the Technology Management Committee

September – April

  • Meets with committees as appropriate and carries out assigned tasks


  • Review and update this Position Description and submit recommended changes to the Technology Management Committee


The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.


April 2020, Endorf/Newark