Position Summary

The Volunteer & Event Operations Coordinator plays a key role in supporting and growing ORHF’s volunteer program while assisting with public events, train rides, and day-to-day operational activities at the Oregon Rail Heritage Center.

This position focuses heavily on volunteer recruitment, onboarding, scheduling, communication, and ongoing support, helping create a welcoming, organized, and positive experience for the volunteers who power ORHF’s mission. The role also assists with event operations, facility rentals, public programs, and operational coordination throughout the year.

This is a fast-paced, hands-on, in-person position that requires strong communication, organization, follow-through, and the ability to manage multiple moving parts at once. The ideal candidate is detail-oriented, adaptable, people-focused, and comfortable working collaboratively with staff, volunteers, committees, and the public in an active railroad and museum environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Volunteer Coordination (Primary Focus)

• Lead recruitment efforts for new volunteers through outreach, community engagement, and volunteer events.
• Lead all efforts towards volunteer application intake, screening, onboarding, and orientation processes.
• Schedule volunteers and placement for museum operations, train rides, events, restoration activities, and special programs.
• Maintain regular communication with volunteers and create a welcoming, organized, and positive volunteer experience.
• Maintain accurate volunteer records, waivers, training documentation, scheduling information, and time tracking.
• Work with volunteer leads, committees, and staff to identify volunteer needs and staffing priorities.
• Lead all efforts towards volunteer appreciation, recognition, and retention efforts.
• Maintain volunteer policies, procedures, and communication systems.
• Build a long term plan of growth and sustainability of ORHC’s volunteer programs.

Event & Public Operations Support

Ÿ  Coordinate and oversee logistics, scheduling, communication, and operational support for ORHC events including train rides, public programs, fundraising events, volunteer events, and facility rentals. Serve as the primary point of contact for confirmed event clients and renters while working collaboratively with staff, volunteers, and leadership to ensure successful event execution.

• Coordinate event setup, breakdown, staffing, vendors, equipment rentals, and facility readiness.
• Work with staff, volunteers, and committees to ensure events operate safely, professionally, and efficiently.
• Track event-related expenses, invoices, contracts, and operational details.
• Help identify operational improvements to increase efficiency and improve visitor and renter experience.
• Attend and support evening and weekend events as required.
• Assist with restoring event spaces and ensuring facilities are clean and organized following events.

MINIMUM QUALIFICATIONS

Ÿ  Associate’s degree or equivalent work experience preferred.

Ÿ  3+ years of experience in volunteer coordination, event coordination, venue operations, hospitality, museums, tourism, nonprofit operations, or related fields.

Ÿ  Experience coordinating logistics and working in fast-paced environments.

Ÿ  Availability to work nights and weekends during events and busy seasons.

SPECIAL SKILLS AND ABILITIES

• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and priorities at the same time.
• Excellent communication and customer service skills.
• Ability to work independently while also collaborating with staff and volunteers.
• Comfortable handling last-minute changes and operational problem-solving.
• Proficiency with Microsoft Office and general computer systems.
• Experience with volunteer management software, scheduling systems, or event platforms is a plus.
• Ability to interact professionally with volunteers, guests, renters, vendors, and community partners.
• Interest in museums, heritage preservation, railroads, tourism, or community events is preferred.

Work Environment

This position works primarily in an office, museum, and event environment and requires regular in-person interaction with staff, volunteers, visitors, donors, renters, and community partners.

Duties may include:

• Lifting and carrying materials up to 30 pounds
• Assisting with event setup and organization
• Extended periods of standing, walking, and computer work

This position requires regular weekend availability during ORHC’s excursion and event seasons. ORHC operates weekend excursions from February through October and Holiday Express trains in November and December. Weekend event lead responsibilities are shared among approximately three staff members, with this position typically expected to work approximately 30–35 weekend or event days per year.

Why ORHC?

This isn’t just any office—it’s a working rail heritage center where you’ll be surrounded by passionate people, living history, and a mission-driven team dedicated to preserving and sharing Oregon’s railroad heritage. Your work will directly support the experiences, programs, and relationships that connect thousands of visitors and supporters to ORHC each year.

ORHC is a growing organization with expanding programs, operations, and community engagement. We’re looking for team members who enjoy taking initiative, improving systems, building relationships, and helping shape the future of the organization. This is an opportunity to be part of a collaborative and evolving team environment where your ideas, organization, and contributions can have a meaningful and lasting impact.

About the Oregon Rail Heritage Center

Oregon Rail Heritage Center is a nonprofit museum and federally recognized railroad in Portland dedicated to preserving and sharing the region’s rich rail history. Home to three historic steam locomotives, ORHF operates a year-round museum, seasonal train rides, public programs, and community events — all supported by a passionate team of staff and volunteers.

ORHF is a growing organization with a strong volunteer culture and expanding operations. While the museum has been operating for more than 13 years, many internal systems, procedures, and staffing structures are still being refined and developed. This creates opportunities for staff to help shape processes, improve operations, and contribute to the continued growth of the organization.

Compensation

$62,000–$67,000 annually, depending on experience and qualifications.

Paid time off and paid holidays included.

Reports To: Executive Director
Coordinates With: Volunteer and Event Committees
Location: Oregon Rail Heritage Center, Portland, Oregon
Job Type: Full-Time (Nights and weekends required during events and busy seasons)