Seasonal Volunteer Coordinator
South By Southwest
Austin, TXThis is a Full Time Job
(S) Seasonal Volunteer Coordinator
Job Purpose
The Seasonal Volunteer Coordinator is an event professional with experience in volunteer and personnel management and event coordination. This position will oversee a team of volunteers, ensuring goals and objectives are met while maintaining event timelines. The candidate in this role will engage in daily tasks that further the department's productivity and assist in achieving successful outcomes for both direct reports and their areas of responsibility.
Duties & Responsibilities
Responsibilities include, but are not limited to:
• Work with relevant departments to develop functional plans to support conference operations.
• Recruitment, oversight, and planning for volunteer crew operations.
• Liaise with relevant stakeholders to assist with the design and systems for volunteer check-in and credentialing for event volunteers.
• Direct volunteer managers and volunteers.
• Create pre and post-event reports unique to the volunteer crews overseen.
• Utilize a volunteer management system to register, organize, schedule, and evaluate volunteers.
• Lead volunteer managers through the volunteer management process's recruitment, planning, event operations, and evaluation phases.
• Plan and execution of volunteer-related activities and events.
• Assist in creating and updating volunteer training documentation, handbooks, and handouts.
• Participate in the delivery of volunteer training to ensure quality and meaningful training.
• Develop a safety culture, ensure safety measures are implemented, and provide problem-solving resources.
• Engage in and utilize project management efforts.
Onsite Responsibilities
• Manage conference and programming volunteer managers, volunteers, and volunteer crew operations.
• Ensure volunteer conflicts are addressed appropriately.
• Oversee the execution of conference and programming operations plans, volunteer check-in, and credentialing operations.
• Provide customer service and support to event attendees, personnel, and volunteers.
• Problem-solving to maintain and prevent disruptions to volunteer and event operations.
• Reinforce company policies, procedures, and processes, and act as a role model for others.
Qualifications & Skills
Qualifications include:
• Prior experience with volunteer coordination and personnel management
• Background that includes experience with meeting planning and event coordination
• Outstanding customer service skills
• Demonstrated collaboration strategy skills
• Excellent written and verbal communication skills, including the ability to create grammatically correct documentation in the English language
• Ability to speak in front of large, diverse groups of people
• Highly organized with keen attention to detail
• Confidence in making decisions while working under pressure
• Strong interpersonal skills
• Ability to effectively produce and manage schedules and training materials
• Comfortable working with a team and independently
• Ability to prioritize and manage timelines
• Knowledge of Google Workspace, MS Office, Airtable, and a willingness to learn new software
Direct Reports
Volunteer Managers
Volunteers
Physical Requirements
Frequently required to stand for long periods, walking multiple miles daily during the event. Schedules may vary during the on-site operational period. Manual dexterity is needed for keyboard and computer use.
Work Location & Schedule
The position is located in Austin, Texas, and starts in October and ends in mid-April. Some weekends and evenings are required. If available, the opportunity to work a hybrid or flex schedule is possible and will be determined by company leadership. Stay onsite during the event for up to 14 days.
