Conference Volunteer Operations Coordinator

This is a Full Time Job

(S) Conference Volunteer Operations Coordinator

The Conference Volunteer Operations Coordinator is an event professional with experience in volunteer and personnel management, event coordination, and conference planning. 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.
• Oversight and planning of conference and programming volunteer crew operations.
• Liaise with relevant stakeholders to assist with the design and systems for volunteer check-in and credentialing for event volunteers.
• Volunteer recruitment.
• Using a volunteer management system to register, organize, schedule, and evaluate volunteers.
• Direct volunteer managers and 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 volunteer training to ensure a quality and meaningful training experience.
• Develop a safety culture and ensure implementation of safety measures and provided resources.
• Communicate and collaborate with stakeholders in support of event operations and volunteer forecasting.
• Work with the department leadership to meet budgetary goals.
• Support department administrative duties and projects.
• Engage in and utilize project management efforts.
• Reinforce both internal and external customer service efforts.
• Assisting in and contributing to the planning and execution of company-wide activities.
• Attend required staff training and development opportunities, continuing education, and meetings.
• Accountability of productivity and effectiveness of areas of responsibility.
• Support and strive to achieve departmental and organizational goals.
• Reinforce company policies, procedures, and processes and act as a role model for others.

Onsite Responsibilities
• Manage conference and programming volunteer managers, volunteers, and volunteer crew operations.
• Ensure volunteer conflicts are addressed appropriately.
• Oversee the execution of conference operations plans, volunteer check-in, and credentialing operations.
• Providing customer service and support to event attendees, personnel, and volunteers.
• Problem-solving to maintain and prevent disruptions to volunteer and event operations.
• Use of identified reporting methods to document operational challenges or request assistance.
• Reinforce company policies, procedures, and processes and act as a role model for others.

Qualifications

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 and 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
• Interns
• Volunteer Managers
• Volunteers

Physical Requirements

Frequently required to sit and/or stand in a stationary position for at least 8 hours with or without accommodation. Manual dexterity is required for keyboard and computer use. This position may require you to stay 14 consecutive days away from home. Schedules may vary during the on-site operational period.

Work Location & Schedule

The position is in Austin, Texas, and starts in November and ends in late 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.