Volunteer and Field Trip Coordinator

The Volunteer and Field Trip Coordinator coordinates Merry Lea’s volunteer program and field trip operations, serving as a primary point of contact for volunteers, staff, and teachers for those programs. This position recruits, prepares, schedules, communicates with, and engages volunteers who contribute to Merry Lea’s educational programs, stewardship efforts, and daily operations. The position also coordinates the administrative and logistical aspects of field trips, including registration, scheduling, communication with groups, educator and volunteer assignments, facilities, transportation, supplies, and program records.

As a member of the Education team, the Volunteer and Field Trip Coordinator also serves as an environmental educator and contributes to the development, evaluation, and continuous improvement of Merry Lea’s educational programs. The position works collaboratively with staff, students, and volunteers to deliver high-quality, inclusive learning experiences and uses participant feedback, program data, educational best practices, and relevant content knowledge to strengthen programs. The position requires strong organizational, communication, interpersonal, and problem-solving skills and the ability to balance independent work with collaboration across Merry Lea.

Essential Functions:

• Volunteer Coordination and Engagement
  • Coordinate Merry Lea’s volunteer program to recruit, prepare, engage, and retain volunteers who contribute to Merry Lea’s mission.
    • Identify volunteer needs in collaboration with Merry Lea staff and develop recruitment strategies to fill ongoing and seasonal volunteer opportunities.
    • Recruit, screen, onboard, and communicate with volunteers, including completion of required paperwork, background checks, liability waivers, emergency contact information, and other volunteer requirements.
    • Coordinate volunteer placement and scheduling for programs, events, and other identified needs; maintain timely and effective communication through e-lists, individual outreach, and other appropriate methods.
    • Build positive, inclusive relationships with volunteers and serve as a primary point of contact for questions and concerns.
    • Coordinate volunteer orientation, program-specific training, and ongoing guidance in collaboration with Merry Lea staff.
    • Collaborate with the Associate Director of Communication and Marketing to promote volunteer opportunities, recruitment efforts, and volunteer events.
    • Maintain accurate volunteer records, including participation and service hours, and develop appropriate volunteer recognition; engagement strategies; prepare an annual volunteer report for the Director of Education.
    • With support from the Director of Education, address and help resolve volunteer concerns, conflicts, or misunderstandings in a timely and appropriate manner.
• Field Trip Coordination
  • Coordinate the logistical and administrative aspects of Merry Lea’s field trip program to provide well-organized, high-quality experiences for visiting schools and other groups.
    • Support the Director of Education in developing the annual field trip schedule and take primary responsibility for coordinating the logistics of field trip delivery, including program dates, educator and volunteer assignments, facilities, vehicles, materials, supplies, equipment, and other necessary resources.
    • Manage the field trip registration process, including online registration content, confirmations, waitlists, scheduling changes, and pre- and post-visit communication.
    • Serve as a primary point of contact for teachers and group leaders, providing timely, professional, and responsive communication throughout the registration and planning process.
    • Maintain accurate registration, participant, and program records and ensure information is appropriately entered and maintained in relevant databases and systems.
    • In collaboration with the Office Manager, support field trip billing, invoicing, payment collection, and related financial records.
    • Collaborate with the Associate Director of Communication and Marketing to maintain and promote field trip information through webpages, registration materials, promotional communications, and evaluation surveys.
    • Collect, organize, and periodically analyze field trip participation and evaluation data to identify trends and inform program planning and improvement; prepare an annual field trip report.
• Program Delivery & Development
  • Deliver and support high-quality environmental education programs while contributing to the development, evaluation, and continuous improvement of Merry Lea’s educational offerings.
    • Serve as a program coordinator and educator for designated Merry Lea and off-site programs, providing engaging, inclusive, and high-quality experiences and excellent customer service to participants.
    • Assist with the training, mentoring, and support of educators, including volunteers, graduate and undergraduate students, and other staff educators.
    • Model effective environmental education and pedagogical practices and contribute to the professional development of designated students and educators.
    • Participate in regular review and evaluation of educational programs and contribute to curriculum revision and development, with particular emphasis on field trip programs.
    • Develop and revise educational materials and program content based on program goals, participant needs, educational best practices, relevant content knowledge, research, evaluation findings, and professional development.
    • Assist with implementation of program evaluation and assessment measures and use findings to inform program improvement.
    • Contribute to the preparation, organization, and maintenance of program sites, materials, equipment, and facilities.
    • Apply principles of diversity, equity, inclusion, and accessibility in program planning, delivery, and participant engagement.
• General Responsibilities
  • Participate in Merry Lea staff meetings, Education team meetings, and relevant subgroups and working groups.
    • Participate in professional development opportunities, environmental education conferences, and other learning opportunities as appropriate.
    • Maintain current knowledge and skills relevant to environmental education, volunteer engagement, field trip coordination, and assigned responsibilities.
    • Perform other duties as assigned by the Director of Education.

Supervisory Responsibility:

• No direct supervisory responsibility for staff.
• Coordinate and provide direction to volunteers, students, and staff as needed for field trip programs and assigned tasks.

Education and/or Experience:

• Bachelor’s degree in environmental education, environmental science, biology, natural resources, education, or a related field.
• Master’s degree in a related field preferred.
• Three years of related experience in environmental education, teaching, volunteer coordination, program administration, or a related field.
• Familiarity with Next Generation Science Standards preferred.

Certifications, Licenses, Registrations:

• First Aid/CPR/AED certification required (may be obtained after hire).
• Valid driver’s license required.

Skills Required:

• Excellent oral and written communication skills, with strong interpersonal, public relations, and customer service skills.
• Strong computer skills and ability to learn and effectively use digital registration, communication, database, and other administrative systems.
• Ability to effectively coordinate, communicate with, and provide support and direction to volunteers, college students, staff, and program participants.
• Demonstrated commitment to working effectively with individuals and groups from diverse backgrounds and experiences.
• Ability to work independently while effectively planning, organizing, prioritizing, and managing multiple tasks and deadlines.
• Strong attention to detail and follow-through.
• Ability to work collaboratively within a team.
• Ability to adapt to changing schedules, priorities, and program needs.

Physical Demands:

• Ability to perform physical activities including sitting, standing, walking, bending, kneeling, and lifting and carrying materials weighing up to 50 pounds.
• Ability to work outdoors and in variable weather conditions.
• Ability to walk on uneven, natural terrain and navigate trails and other outdoor program sites.

Work Environment and Environmental Conditions:

Moderate environmental conditions for the most part, but does include significant work outside where there may be exposure to inclement weather, exposure to pollen and spores, venomous snakes, ticks, biting insects and other elements that are part of an intentionally natural environment. Position includes travel on foot to remote natural areas without pathways and in wet or snowy conditions. Work includes periodic weekend and evening responsibilities.

All of the essential job functions are subject to reasonable accommodation. All job requirements listed indicated the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Individuals may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation. This position description may change at the option of the supervisor (or department head). Any major change will result in the position being reviewed for reclassification.