Information Desk Committee

The Information Desk Chair staffs the Museum’s Information Desk with volunteers who actively greet and assist the Heard Museum’s guests. They know the exhibits and the physical layout of the Museum and grounds, are well informed of changes, and can clearly communicate this information to the Museum’s visitors. The Information Desk Chair is selected by the outgoing Chair with the assistance of the Guild’s Museum Services Coordinator. The Chair recruits and schedules volunteers to staff the Information Desk seven days a week, with two shifts Monday-Saturday, and one shift on Sunday.

The Information Desk Chair:

  • Reports progress and problems to the Museum Services Coordinator and attends all meetings scheduled by the Coordinator
  • Acknowledges by email, phone, or other means, appreciation for the work done by the volunteers.
  • Reviews the content of the public section of the Guild website to determine the accuracy and currency of the information pertaining to the Information Desk and sends necessary changes to the Museum Services Coordinator.
  • At the end of the year, reviews the Information Desk Chair job description posted on the Guild website. Makes any necessary changes and sends to the Museum Services Coordinator.
  • Prepares brief reports for the Museum Services Coordinator as and when requested.

Tasks

  • Schedule volunteers to staff the Information Desk every day the Museum is open with two shifts: from 10 a.m. to 1 p.m. and from 1 p.m. to 4 p.m, Monday to Saturday, and one shift of noon to 3 p.m. on Sunday.
  • Conduct a workshop each year, if necessary, to inform and to motivate Information Desk volunteers.
  • Arrange to provide refreshments for one Guild meeting a year.
  • Forward emails about walk-throughs so that volunteers can attend and be informed about new exhibits.
  • Email volunteers, as needed, with Information Desk updates and pertinent information.
  • Inform the Guild Webmaster of any additions or deletions to the Volunteer Roster. A new volunteer cannot be scheduled for shifts until he/she is on the roster.
  • Train new Information Desk volunteers
  • Provide ongoing instruction for volunteers

Time Line

April

  • Review website job description and send changes to the Museum Services Coordinator.

May

  • Submit Annual Report to Museum Services Coordinator.

Summer

  • In August, submit a budget to the Museum Services Coordinator upon request.
  • Encourage volunteers to fill in summer schedule with available substitutes or other volunteers who will work two shifts.

December

  • Check with all regularly scheduled volunteers if they would like to continue their schedule for the following year.

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.

Rev. 2/2017