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Job Description
Director of Operations & Volunteer Engagement Museum of History Benicia Benicia, CA Job Details Full-time From $58,000 a year 1 day ago Benefits Paid time off Qualifications Vendor relationship building Google Workspace Teamwork Program management Volunteer management Program development Operational management Collaboration with board members Supervising experience Fundraising Organizational skills Project execution Managing projects Productivity software Project leadership Board relations Full Job Description Please apply by July 1st, 2026 including a resume, a cover letter and at least 2 professional references.
OVERVIEW
This role serves as the Museum's primary operational leader and is responsible for executing the Museum's rental program, volunteer engagement efforts, and day-to-day operations. In addition to managing ongoing operations, this position is expected to strengthen and expand the Museum's rental and volunteer programs by developing systems, processes, and strategic initiatives that improve organizational sustainability and operational capacity. This role is responsible for identifying opportunities for improvement and bringing recommendations to the Board regarding rentals, volunteer engagement, staffing needs, fundraising support, and organizational infrastructure. The position requires both independent decision-making and regular collaboration with the Board President and Board of Directors to ensure alignment with organizational priorities, financial realities, and long-term strategic objectives.
Location:
Benicia, California Position:
35 hours/week, 5 days a week (currently Tuesday - Saturday, days/times are negotiable), Hourly. Hours worked beyond 8 hours in a day or 40 hours in a workweek are eligible for overtime compensation; however, any overtime hours must be approved in advance by the Board.
Classification:
W-2 Employee (Non-Exempt), At-Will Reports to: Museum Board President regularly; the Board of Directors monthly
KEY RESPONSIBILITIES 1. RENTAL PROGRAM GROWTH & MANAGEMENT
Serve as the primary manager of the Museum's rental program. Respond to rental inquiries and conduct facility tours Manage rental contracts, deposits, invoices, and client communications Coordinate rental logistics and facility usage Coordinate staff and volunteers supporting rental activities Manage relationships with vendors and rental partners Ensure high levels of customer service and client satisfaction Track rental performance and report trends to the Board Develop rental packages, pricing recommendations, and operational improvements Streamline rental procedures and documentation Identify opportunities to increase rental utilization and revenue 2.
VOLUNTEER ENGAGEMENT & COMMUNITY SUPPORT
Lead the development and management of the Museum's volunteer infrastructure. Recruit, onboard, and retain volunteers Coordinate volunteer schedules and assignments across Museum programs, events, and operational activities. Develop and revise volunteer training materials and processes Maintain volunteer records and communications Build relationships with community organizations and potential volunteer groups Identify opportunities to expand volunteer recruitment, participation, and retention. 3.
OPERATIONS & ORGANIZATIONAL LEADERSHIP
Oversee day-to-day Museum operations and organizational infrastructure. Serve as the primary point of contact for general Museum inquiries, including phone calls, email correspondence, mail, and visitor questions. Process incoming mail, donations, and general correspondence, responding directly or routing items to the appropriate Board members, staff, or volunteers. Maintain digital filing system (including volunteer documentation, rental agreements, operational procedures, etc) Coordinate facility-related projects and maintenance activities Manage vendor relationships and service contracts Supervise support staff, facility attendants, contractors, volunteers, and interns as necessary Build systems, workflows, and documentation that improve organizational resiliency, continuity, and scalability Identify operational challenges and develop practical solutions Provide operational reports and updates to the Board President and Board of Directors monthly or as requested Support Board committees and organizational initiatives as requested Assist in the development and implementation of organizational goals and priorities 4.
FUNDRAISING & EVENT SUPPORT
Support the planning and execution of Museum fundraising activities and community events Assist with planning, logistics, setup, and breakdown of fundraising events Recruit and coordinate volunteers for events and programs Support event budgets and operational planning Assist with sponsorship outreach and community partnerships as appropriate Complete applications, permits, registrations, and other documentation required for participation in community events, partnerships, and outreach activities. Coordinate event vendors, schedules, and logistical needs Support the Museum's major fundraising activities and community engagement efforts Represent the Museum at community functions, outreach opportunities, and public events as needed. Identify opportunities to improve event efficiency and volunteer utilization 5.
FINANCIAL OVERSIGHT & BUDGET COORDINATION
Support the Museum's financial sustainability through responsible operational management. Manage approved operational budgets and expenditures in accordance with Board policies and annual budget priorities Assist with operational budget development and forecasting Monitor operational expenses and identify opportunities for efficiency Coordinate with bookkeeping and financial support personnel as needed Provide information and recommendations to assist Board financial decision-making Ensure operational activities remain aligned with approved organizational priorities and financial realities
QUALIFICATIONS & REQUIREMENTS 1. REQUIRED
Demonstrated experience managing operations, programs, projects, events, or community-based initiatives Strong organizational and project management skills Excellent written and verbal communication skills; ability to work effectively with people of all ages and diverse backgrounds. Ability to manage multiple priorities simultaneously Experience supervising staff, contractors, volunteers, interns, or teams Ability to work independently while collaborating effectively with Board leadership Proficiency with standard office software and cloud-based systems (Google Workspace, Microsoft Office, etc.) 2.
PREFERRED
Experience with venue, hospitality, rental, event, fundraising, or community-centered operations Experience developing operational systems and workflows Experience managing budgets and operational planning Experience building or scaling programs Experience recruiting, training, and managing volunteers Experience working within nonprofits, museums, historical societies, cultural institutions, or other mission-driven organizations Knowledge of Benicia history and local community is a plus. Familiarity with Quickbooks Online, Square POS system and Zeffy 3.
SPECIAL REQUIREMENTS
Must be legally eligible to work in the U.S. Must pass a background check. Occasional evening or weekend work may be required for events or meetings. Ability to lift up to 25 lbs and move within historic properties that have stairs. Reliable transportation is required; public transit to the Museum Office is not available.
WORK ENVIRONMENT
This role is based on-site at the Main Museum Office located in the Benicia Arsenal. There will be times when work will be necessary at our secondary location in downtown Benicia, about an 8 minute drive from the Main Office. Work occurs indoors and outdoors. The environment is collaborative and community-focused, working with volunteers, visitors, board members, and the public.
