Position: Volunteer Operations Coordinator (VOC)
Position Type: Regular Full-Time
Reports To: Executive Director
The Volunteer Operations Coordinator (VOC) is responsible for overseeing, coordinating, troubleshooting, and managing all routine volunteer operations of a busy, historic operating railroad museum (Historic Red Clay Valley, Inc.). The VOC assists with the training responsibilities and assigns responsibilities to all operating and maintenance volunteers. This employee will be expected to make essential decisions regarding volunteer opportunities and respond to various conditions with accountability.
Major Job Tasks and Responsibilities:
- Oversees and assigns the duties of approximately 60-70 volunteers. In addition to weekday and weekend train operations, numerous seasonal and special trains are scheduled each year. The operation, maintenance, and management of the excursions per the Federal Railroad Administration (FRA) regulations is essential. The VOC provides leadership to the volunteers and sets short and long-term priorities to advance the mission and vision of HRCV.
- Coordinates among numerous resources to ensure proper volunteer staffing, operating status of rolling stock, motive power, auxiliary power, associated equipment as well as track inspections, status of right-of-way, and signaling to protect established schedules.
- Maintains and ensures that original personnel/qualifications records are maintained in the HRCV business office, available for the Executive Director or FRA inspection at all times.
- Coordinates and synchronizes efforts of volunteer staff, managers, and employees directly engaged in operations and maintenance of the WWRR. Normally this authority will be delegated to the subordinate manager(s) to the maximum extent practical in accordance with good management practice.
- Oversees, coordinates, and drafts Special Operation plans when needed for special events or activities.
- Drafts, establishes, and evaluates recommendations concerning current railroad operating practices and regulations and submits to Executive Director for consideration and approval.
- Coordinates and assists in scheduling the training, testing, and promotion of programs of operational personnel and ensures that all tests are adequately and fairly administered and that required documentation is submitted to the HRCV Business office for review and filing.
- Tracks performance check sheets to assure qualifications are met before promotion.
- Works closely with the hands on training of volunteers.
- Serves as Crew Caller ensuring the proper staffing of trains to protect established schedules.
- Develops a system to contact, recruit, evaluate, orient, retain, and train new volunteers.
- Attends events in the community to recruit volunteers.
- Coordinates efforts of volunteer staff to maintain company facilities (tracks, bridges, buildings).
- Works closely with the Executive Director and receives administrative support from the Executive Assistant and office staff. The VOC has the responsibility for developing operation schedules with appropriate tasking from the Executive Director. Experience managing various tasks concurrently required.
- Oversees and provides guidance to all volunteer groups that work on site.
- Plans and oversees annual recognition/thank you event for volunteers.
- Steps in to fill volunteer positions, as needed.
- Drafts and publishes monthly Operations Memorandum with input from the volunteers, support staff, Executive Assistant, and Executive Director.
- Assists the Executive Director in developing a draft budget for the following year.
- Attends occasional monthly meetings as directed by the Executive Director.
- This position requires some holiday and weekend duty, approximately 20-25 weekends per year.
- Shall gain a general working knowledge of all the FRA regulations applicable to the operations of the WWRR within one year of employment.
- All other responsibilities as directed by the Executive Director.
- Prior experience in a supervisory position either volunteer or professional is required. Industry relevant experience either volunteer or professional is desirable.
- Experience managing varied skill levels in a volunteer environment is essential.
- Shall have a thorough working knowledge of all WWRR Operating Rules, Safety Rules, Special Instructions, Standard Operating Procedures (SOPs), General Bulletins and Supplements, and Operations Memoranda in effect. (Hired individuals are expected to obtain this knowledge after hiring date.)
- Must have general computer skills with general working knowledge of word processing, spreadsheets, internet and e-mail.
- Qualification with current certification as Conductor and train service certified Engineer on at least one diesel-powered locomotive owned by the HRCV required on WWRR. (Note: Hired individuals may have to obtain this certification after hiring date.)
- Qualify and maintain certification as an Operator for Track Occupancy Forms and other train orders and special instructions, as directed or established by The Executive Director. (Note: Serving as Conductor meets this requirement though additional experience as supervisor, team leader, and manager is preferred).
- Completion of a four-year degree.
- The VOC shall become qualified as a locomotive engineer, conductor, and brakeman within one year of employment. On the job training will be the primary means for completion of this requirement.
To apply for this position, please send a cover letter (including a paragraph on why you would be an ideal candidate) and resume to: firstname.lastname@example.org. No phone calls.
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. These statements are not intended to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.
Historic Red Clay Valley, Inc. is an Equal Opportunity Employer.