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The Hanover Theatre and Conservatory

Temporary Volunteer Coordinator

The Hanover Theatre and Conservatory, Worcester, MA, United States

Position Title: Temporary Volunteer Coordinator

Department: Operations

Reports to: VP of Operations and Production

FLSA Designation: Temporary Full-Time, Non-Exempt

POSITION PURPOSE:

The Hanover Theatre and Conservatory is seeking a Temporary Volunteer Coordinator to cover for the Volunteer Coordinator during their leave of absence. This temporary position is expected to last until the return of the Volunteer Coordinator, which could be up to six months.

The Temporary Volunteer Coordinator recruits, schedules, trains and manages the theatre's volunteers for front-of-house, administration, gardening, docent tour guide and other functions. They inspire the ongoing dedication and passion of the volunteers through a positive and respectful working environment, encouraging participation, innovation and growth, while rewarding commitment and success.

ESSENTIAL FUNCTIONS:

The following list of essential job functions is not exhaustive and may be supplemented as necessary.

Volunteer Program

  1. Create an outreach program to actively recruit volunteers.
  2. Manage the current internal processes to interview and onboard volunteers.
  3. Schedule volunteers via Volunteer Hub for all front-of-house functions for mainstage events, at BrickBox theatre, and Carroll Plaza events.
  4. Create all volunteer timesheets for all of the events across the facilities.
  5. Organize volunteers into teams with team leaders; meet with team leaders on a regular basis.
  6. Coordinate with VP of Operations & Production and the Front of House Manager on annual volunteer training.
    1. Coordinate training sessions for new, seasoned, FSS, administrative, garden, ticket taker, and docent tour guide volunteers.
    2. Conduct fire extinguisher safety training and emergency evacuation training/drills.
    3. Train volunteers on ticket scanner devices and radios.
  7. Oversee volunteer recognition including the annual Volunteer Kick-Off Dinner, the annual Volunteer Recognition Night, Volunteer of the Month Award, Volunteer of the Year Award, awards for hours of service, annual volunteer service acknowledgement letters and record volunteer hours for credits.
  8. Solicit local vendors for gifts for the annual volunteer recognition night.
  9. Maintain communication with volunteers, providing updates on theatre operations and coming events; answer questions by email and phone.
  10. Solicit feedback on policies & procedures and evaluate volunteers through semi-regular team leader meetings, and questionnaires/assessment tests.
  11. Partner with the VP of Operations & Production and the Front of House Manager to update the annual volunteer handbook.
  1. Partner with the Function Coordinator to coordinate and schedule all theatre tours (docent, historical, architectural, Wurlitzer and private).
  2. Attend meetings as scheduled by the VP of Operations & Production
  3. Attend events regularly.
SKILLS AND SPECIFICATIONS:

The employee must possess the following knowledge, skills and abilities and be able to demonstrate that they can perform the above responsibilities and essential functions to a high level of competency, with or without reasonable accommodation.
  1. Ability to work extended or irregular hours to include days, nights, weekends, and holidays is required. Must be willing to work event-based hours determined by the busy theatre schedule.
  2. Ability to communicate in English proficiently, both verbally and in writing
  3. High level of proficiency in Microsoft Word, Excel, Outlook and use of the internet.
  4. Ability to work in a fast-paced environment with attention to detail.
  1. Excellent organizational and time management skills.
  2. Ability to manage and coordinate numerous projects and tasks simultaneously in a busy, high-pressure environment.
  3. Ability to effectively deal with internal and external customers, donors and members with high levels of patience, tact and diplomacy.
  4. Genuine interest in cultivating, working with, and supporting a large team of volunteers and finding creative ways to keep them engaged.
PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodation.
  1. Ability to move throughout the theatre and office environment and continuously perform essential functions for an extended period of time.
  2. Ability to lift, move and/or carry up to a maximum of 20 pounds by hand.
  3. Ability to see details at close range.
OTHER ESSENTIAL FUNCTIONS:
  1. Adhere to the organization's values at all times and in all interactions with staff, volunteers and members of the public.
  2. Fully comply with the organization's rules and regulations for the safe and efficient operation of all spaces.
EDUCATION AND QUALIFICATIONS:
  1. High School diploma or equivalent
  2. 3+ years of working with volunteers is preferred, but not required