Careers

Please email a Resume and Cover Letter to: jobs@aquarium.org

This full-time, permanent position offers competitive benefits including medical, dental and vision.  The Aquarium additionally offers a 403b matching retirement account, 16 vacation days, 9 holidays, paid sick time, and an Employee Assistance Program.

This position is exempt according to the Fair Labor Standards Act.

The Oregon Coast Aquarium is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

POSITION TITLE: Catering and Events Manager

REPORTS TO: Director of Marketing & Visitor Services

JOB SUMMARY: The Catering and Events Manager is responsible for leading and managing both private and public events at the Aquarium.

This customer-focused position makes sure that all clients have a memorable experience, free of operational and customer service issues, that truly delivers on the brand promise to welcome and inspire guests and experience genuine hospitality.

The Catering and Events Manager ensures the smooth running of an event from conception to completion. Responsible for coordinating, planning and executing group events and activities for social groups, including but not limited to: weddings, holiday parties, anniversary/birthday parties, banquets and family reunions. This role is also responsible for Aquarium hosted events including Trick-or-Treat Street, Sea of Lights, and member/donor appreciation celebrations.

General Accountabilities and Essential Functions

1. Oversee sales and execution of private events held at the Aquarium.
2. Responsible for coordinating all Events logistics with relevant Aquarium staff (ex. Custodial, Operations, Food and Beverage).
3. Plan, upsell and detail the meeting/function with the client including: space requirements, schedule, equipment, menus, themes/decorations, etc.
4. Responsible for providing effective training and oversight for event set up and staff management, as well as working closely with catering and clients to achieve memorable and successful events.
5. Responsible for profitability of events by working with F&B General Manager to oversee staffing levels, understand food costing and ensure sales quotes are accurate.
6. Supervises and monitors the catering processes working with F&B General Manager. Makes any necessary changes as needed to meet customer needs, improve efficiency, capitalize on revenue opportunities and increase satisfaction.
7. Maintain customer satisfaction to ensure retention and growth of business through referrals and repeat client events.
8. Recommends, develops, and implements effective plans for generating event revenues.
9. Monitor event activities to ensure compliance with applicable regulations and laws, company policies/insurance, satisfaction of participants, and resolution of any issues which may arise.
10. Schedule and lead various meetings such as pre-planning meetings, site visits, food tastings, etc.
11. Maintain organized and detailed records in all aspects of group functions, including contracts, banquets, event orders, estimates and financial details.
12. Build, maintain, and develop long lasting relationships with clients and vendors.
13. Maintain full facility Aquarium calendar with event bookings, set-up, and breakdown– update – manage, and work with other departments as needed.
14. Ensure adherence to event deadlines and budgets.
15. Maintain software for efficiencies in line with current industry best practices.
16. Tracks event inventory and supplies and makes recommendations on Aquarium purchases as needed.
17. Receive down payments and final payment of event invoices. Enter into payment portal for event use.

The above accountabilities represent work performed by this position and are not all inclusive. The omission of a specific accountability will not preclude it from the position if the work is similar, related or a logical extension of the position.

Supervisory Responsibility

This position has supervisory responsibilities over assigned banquet staff, event coordinators, and designated staff for delegated events. 

Knowledge’s, Skills and Abilities (Minimum levels)

• High level of multitasking ability under tight deadlines and high-pressure situations.
• Exceptional attention to detail, time, organization, and personnel management skills.
• Professional and positive communication to guests, staff, volunteers, members and donors.
• Effective business writing skills (grammar, vocabulary, clarity and brevity).
• Maintain accurate and current database of events; managing, tracking, recording and reporting event data.
• Proficient in Microsoft Office Suite (including Excel, Word, Outlook).
• Understanding of Audio Visual (AV) and technology setup capabilities available to guests.
• Dependable and meets timelines, deadlines and goals.
• Ability to work non-traditional hours.
• Work is subject to standing, sitting, walking, bending, reaching, kneeling, and lifting up to 50 pounds.

Please email a Resume and Cover Letter to: jobs@aquarium.org 

This full-time, permanent position offers competitive benefits including medical, dental and vision.  The Aquarium additionally offers a 403b matching retirement account, 16 vacation days, 9 holidays, paid sick time, and an Employee Assistance Program. 

This position is exempt according to the Fair Labor Standards Act. 

The Oregon Coast Aquarium is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

POSITION TITLE: Director of Human Resources 

REPORTS TO: President/CEO 

JOB SUMMARY: The Director of Human Resources is responsible for developing and executing HR policies, programs and practices and aligning staff initiatives with business goals. This position manages staff recruitment, compensation, benefits, leave programs, performance, and relations. The Director of HR has oversight of all HR functions and personnel.  

GENERAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS 

• As a member of the senior team, aligns HR initiatives with business goals, focusing on long-term talent strategy, culture, and organizational effectiveness. 

• Develops, reviews and revises HR program policies and procedures. Maintains and updates Employee Manual to reflect current law, advancement in human resource management and organizational changes. 

• Remains current in both State and Federal employment laws and regulations, and their implementation for Aquarium purposes. 

• Maintains the work structure by updating job classifications, requirements, and position descriptions for all positions. 

• Oversees the recruiting and hiring process by coordinating job postings, interviews, job offers and reference checks. 

• Conducts all background checks for staff and volunteers. 

• Directs administrative on-boarding for all new staff.  Informs new hires of all applicable Aquarium policies, coordinates new hire documents, job responsibilities and benefits. 

• Fosters a welcoming and inclusive workplace for all staff and volunteers.  

• Conducts exit interviews, utilizing this information for evaluation of department personnel and designated job requirements. 

• Coordinates the planning, monitoring and appraisal of work performance (annual review process). Counsels on professional development opportunities across all positions.  

• Works with the Finance Director to design annual compensation planning, including access and implementation of wage and salary changes. 

• Designs and conducts educational programs for staff on employee relations, acting in the capacity of instructor and/or facilitates trainings for staff in identified areas as necessary. 

• Remains current on all Aquarium benefits by researching and assessing benefit needs and trends. Coordinates the annual employee benefit open enrollment process.  

• Responsible for setting up and the maintenance of all employee records in applicable HR software. 

• Retains historical personnel records by maintaining a filing and retrieval system, keeping past and present records. 

• Responsible for reporting to State Accident Insurance Fund on all accidents involving staff and volunteers. Maintains accurate records. 

• Completes the Aquarium’s annual reporting to OSHA and the EEOC. 

• Addresses employment issues which include work complaints and harassment allegations. Ensures legal compliance by monitoring and implementing applicable legal requirements, conducting investigations and maintaining documents. 

• Cultivates professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks and participating in professional platforms. 

• Advances the workforce by counseling and disciplining per Aquarium policy. 

• Oversees employee engagement programs relating to the Aquarium’s strategic plan. 

The above accountabilities represent work performed by this position and are not all-inclusive.  The omission of a specific accountability will not preclude it from the position if the work is similar, related or a logical extension of the position. 

SUPERVISORY RESPONSIBILITY 

This position oversees the work of a part-time administrative assistant. 

KNOWLEDGES, SKILLS and ABILITIES  

• Graduation from a four-year college with a degree in Business Administrator or Human Resource or a closely related field is required. A Master’s Degree in Human Resource is preferred.   

• Professional HR certification (SHRM, HRCI, or equivalent) required. 

• Minimum of three years of responsibility as a Human Resource Administrator or Manager. 

• Minimum of five years’ experience in shown responsibility for conflict resolution and application of policy (legal and organizational) surrounding employees. 

• The ideal candidate will have exceptional communication skills, will be able to handle difficult conversations with empathy, and will be able to make technically difficult recommendations and decisions with confidence and clarity.  

• Considerable knowledge of principles and practices of human resource management, dynamics of employee development and professional growth, and training program design and presentation. 

• Working knowledge of state and federal labor laws and regulations. 

• Excellent organizational skills and attention to detail. 

• Excellent time management skills with a proven ability to meet deadlines. 

• Proficient with Microsoft 365 or related software. 

In lieu of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to perform the essential functions of the job.  

Please email a Resume and Cover Letter to: jobs@aquarium.org

This full time, permanent position offers competitive benefits including medical, dental, and vision. The Aquarium additionally offers a 403b matching retirement account, 16 vacation days, 9 holidays, paid sick time, and an Employee Assistance Program.

This position is non-exempt according to the Fair Labor Standards Act.

The Oregon Coast Aquarium is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

POSITION TITLE: Volunteer Engagement Coordinator

REPORTS TO: Volunteer Engagement Manager

STATUS: This full-time, hourly, benefited position is considered non-exempt according to the Fair Labor Standards Act.

HOURS OF WORK: Tues-Sat or Sun-Thurs from 8:00 am to 5:00 pm. This schedule varies with the program’s seasonality. Occasional after-hours work is required for events and other projects.

JOB SUMMARY: The Volunteer Engagement Coordinator works with the Volunteer Engagement Manager to strengthen the connection between volunteers and the Aquarium, ensuring a positive, inclusive, safe, and mission-driven volunteer experience. This position serves as a resource for both adult and youth volunteers. It is responsible for proactively and enthusiastically engaging volunteers in a variety of volunteer programs that support the Oregon Coast Aquarium’s mission and programming. In partnership with the Manager, oversight of programming includes guest concierge, interpretation, horticulture, animal care, dive, group service projects, and special event support.

GENERAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS

VOLUNTEER RECRUITMENT & ONBOARDING:

In partnership with the Manager:

1. Recruit volunteers through proactive community outreach, job fairs, and local partnerships.
2. Maintain current volunteer position descriptions and program needs for guest concierge, interpretation, and horticulture volunteers.
3. Conduct applicant screening and interviews for guest concierge, interpretation, and horticulture volunteers.
4. Coordinate and lead volunteer information sessions and new volunteer training classes.
5. Ensure that volunteers are managed in a manner consistent with the Aquarium’s values and policies, collaborating closely with the Volunteer Engagement Manager in this capacity. Support the Aquarium’s growth by incorporating equitable practices in our volunteer program.

TRAINING, SUPPORT & SUPERVISION:

In partnership with the Manager:

1. Provide ongoing support to volunteers and serve as a point of contact for questions and concerns and address any needs.
2. Design, deliver, and coordinate new volunteer training, continuing education, and volunteer enrichment sessions in partnership with staff across departments.
3. Promote a safe work environment by enforcing aquarium policies and safety procedures.
4. Attend interpretive and dive team pre-shift check-ins, and regularly visit husbandry, clerical, and horticulture volunteers to provide direct staff presence and support, provide information, and answer questions.

SCHEDULING & COMMUNICATION

1. Provide exceptional and timely service to volunteers and staff in person, by phone, and by email; respond to inquiries and requests from the public, volunteers, staff, and community partners.

2. Proactively manage the daily schedules for guest-facing volunteer roles, ensuring proper coverage for exhibits such as the Aviary and Touch Pool, and addressing volunteer attendance concerns.
3. Collaborate with the manager to deliver engaging, effective, and accurate communications to all volunteers through email, newsletters, digital platforms, and in-person check-ins.
4. Track volunteer hours and maintain accurate records using Volgistics (volunteer management software) confidentially.

PROGRAM ADMINISTRATION & EVALUATION

1. Complete and/or coordinate the volunteer program administrative tasks, including data entry, years/hours of service recognition, paperwork renewals, digital filing, background checks, and more.
2. Support the development of new volunteer roles and program improvements.
3. Maintain volunteer uniform stock and fill volunteer uniform requests.
4. Maintain the biofact cart collection for interpretive use and proactively work with adult interpretation volunteers to train and model the use of guest engagement resources.
5. Consult with the Volunteer Engagement Manager and other Aquarium staff on the feedback, coaching, and discipline process of volunteers when needed, providing leadership when necessary.
6. Assist with updating and maintaining the volunteer database, email, volunteer manuals, policies, volunteer position descriptions, communications, and newsletters where applicable.
7. Perform other related duties of a comparable level/type as assigned.

RECOGNITION & ENGAGEMENT

1. Cultivate a warm, welcoming, and inclusive culture that values volunteers’ contributions.
2. Working with the Manager, plan and execute volunteer appreciation events, awards, and other recognition or social activities.
3. In collaboration with the Volunteer Engagement Manager and Youth Engagement Coordinator, plan and organize annual recognition, holiday, and other events; all volunteer meetings; Lead Interpreter meetings; Volunteer Training Coach meetings, etc.
4. Fill in as an aquarium interpreter when needed.

CROSS-DEPARTMENT COLLABORATION

1. Build strong relationships with staff and volunteers to ensure successful volunteer support.
2. Participate in Aquarium committees as a Mission Engagement Department representative. Contribute as appropriate and serve as a liaison among the department, the committee, and the volunteers.

The above accountabilities represent work performed by this position and are not all-inclusive.  The omission of a specific accountability will not preclude it from the position if the work is similar, related, or a logical extension of the position.

SUPERVISORY RESPONSIBILITY

Under the direction of the Volunteer Engagement Manager, supervises the volunteers.

KNOWLEDGE, SKILLS, AND ABILITIES (Minimum levels)

A bachelor’s degree or experience that demonstrates knowledge and skills in education/interpretation, volunteer management, or a closely related field. 

The ability to gain and hold an Oregon driver’s license is preferred. 

Knowledge of

• Principles and techniques of program and project management.
• Best practices of volunteer management methods.
• Multiple learning styles, natural history interpretation, or another relevant area, and other techniques pertinent to informal interpretation environments.
• Must have confidence and comfort working with adult learners and community partners.
• Fundamentals of group management.
• Customer service best practices.
• Group dynamics and group problem-solving techniques, such as leading meetings, gaining support while dealing with complex subjects, resolving conflicts, and reaching consensus.
• Ability to thrive in a dynamic environment, including managing time among multiple projects.
• Ability to work independently and with teams and demonstrate leadership qualities.
• Strong oral, written, and interpersonal communication skills.

Required skills, abilities:

• Experience in volunteer management, community engagement, education, nonprofit work, or related fields.
• Interest or experience in marine science and marine conservation.
• Model an active and personal commitment to diversity, equity, and inclusion.
• Enjoy working with a wide range of people and demonstrate sensitivity to the rewards and challenges of working with volunteers.
• Ability to relate effectively with people from various cultures, communities, generations, and lived experiences.
• Ability to gain the trust of others and establish credibility to interact effectively with and provide guidance to staff, volunteers, and guests.
• Comfort speaking in front of groups and leading training.
• Excellent organizational and time-management abilities.
• Proactively solve problems, leading to positive outcomes.
• Comfortable using email and phone for frequent communications with volunteers.
• Ability to work weekends, holidays, or evenings as needed for events or volunteer coverage.
• Proficiency with Microsoft Office, Google Drive, and volunteer management software (or ability to learn quickly).

Preferred

• Experience in an aquarium, zoo, museum, environmental education center, or conservation organization.
• CPR/First Aid certification.

PHYSICAL DEMANDS:

The work involves considerable standing and walking throughout the day, up to 8 miles. The ability to ascend and descend ladders/steps is required. The ability to lift and carry up to 50 pounds is required.

MENTAL, HEARING, AND VISUAL DEMANDS:

The work involves continuous mental and visual attention, involving reading, analyzing, visualizing, or otherwise performing very involved, comprehensive work. 

WORKING CONDITIONS:

Some sedentary work is required when performing administrative duties at a computer station.

ATTENDANCE REQUIREMENTS:

Compliance with appropriate company standards is required.