Rentals and Volunteer Coordinator

About Us

The Grout Museum District provides an understanding of the world through history and science. We preserve the rich and diverse history of Waterloo and its community, honor the service and sacrifice of Iowa’s veterans from the Civil War through present, gather and share the voices and stories of history makers and those who witnessed it, and inspire curiosity and scientific exploration for future generations through hands-on learning, engaging exhibits, preservation of two historic homes, and a publicly programmed planetarium. Our facilities host community events, private celebrations, and corporate gatherings year-round — and our volunteers bring additional energy, connection, and capacity to everything we do. The Rentals & Volunteer Coordinator is the person who makes both of those things run smoothly.

The Role

The Rentals & Volunteer Coordinator manages the day-to-day operations of the Grout Museum District's venue rental program and volunteer program. This part-time position — 25 hours per week — requires flexibility, strong organizational skills, and a genuine enjoyment of working with people. The schedule varies week to week depending on the rental calendar, and regular evening and weekend availability is required. The role reports to the Director of Visitor Experience & Membership and works collaboratively with facilities, custodial, and program staff across the organization.

What You'll Do

• Coordinate venue rentals from initial inquiry through post-event completion — showings, contracts, invoicing, client communication, setup coordination, and day-of presence
• Manage the volunteer program — recruiting, placing, scheduling, and recognizing GMD volunteers in coordination with department staff
• Serve as the primary organizational contact for the Cedar Valley Volunteer Center — attending volunteer fairs and maintaining the GMD's volunteer listings
• Maintain the internal resource calendar and communicate upcoming rental and event schedules to relevant staff
• Be present during rental events to enforce rental policies, assist clients, and ensure the facility is properly managed
• Support the Director of Visitor Experience & Membership in building rental revenue and volunteer program capacity

What We're Looking For

• Associate's degree or equivalent experience in event coordination, hospitality, customer service, or a related field — three or more years of comparable experience may substitute
• Strong organizational skills and attention to detail — able to manage multiple clients, events, and volunteers simultaneously
• Professional and friendly demeanor with all people — clients, volunteers, and community members of all backgrounds
• Flexibility and availability for evenings and weekends as the rental calendar requires
• Clear written and verbal communication skills — able to produce contracts, confirmation emails, and client correspondence independently
• Familiarity with Microsoft Office Suite and comfort learning new software — point-of-sale and database experience a plus

What We Offer

• $15.00 per hour
• Part-time schedule – approximately 25 hours per week with a variable schedule
• Paid time off
• A community-facing role at a welcoming and mission-driven organization – you’ll work with a wide variety of people

How to Apply

Send your resume and a brief cover letter describing your experience in event coordination or volunteer management to diane.popelka@gmdistrict.org. Applications accepted through June 10 or until the position is filled.

The Grout Museum District is an Equal Opportunity Employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.

Pay: $15.00 per hour

Work Location: In person