(S) Conference Volunteer Operations Coordinator

The Conference Volunteer Operations Coordinator is an event professional with experience in volunteer and personnel management, meeting, 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.

ÅDuties & Responsibilities

Responsibilities include but are not limited to:

• Work with the department leadership to meet budgetary goals.
• Support and strive to achieve departmental and organizational goals.
• Lead volunteer managers through the volunteer management process's recruitment, planning, event operations, and evaluation phases.
• Participate in volunteer training to ensure a quality and meaningful training experience.
• Assist in creating and updating volunteer training documentation, handbooks, and handouts.
• Reinforce company policies, procedures, and processes and act as a role model for others.
• Volunteer recruitment.
• Engage in and utilize project management efforts.
• Understand and use Rosterfy, our volunteer database.
• Work with relevant departments to develop functional plans to support conference operations.
• Oversight and planning of conference volunteer crew operations.
• Communicate and collaborate with stakeholders in support of event operations and volunteer forecasting.
• Plan and execution of volunteer-related activities and events.
• Reinforce both internal and external customer service efforts.
• Accountability of productivity and effectiveness of areas of responsibility.
• Direct volunteer managers and volunteers.
• Liaise with relevant stakeholders to assist with the design and systems for volunteer check-in and credentialing for event volunteers.
• Attend required staff training and development opportunities, continuing education, and meetings.
• Develop a safety culture and ensure implementation of safety measures and provided resources.

Onsite Responsibilities

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

Qualifications & Skills

Qualifications include:

• Highly organized with keen attention to detail
• Confidence in making decisions while working under pressure
• Ability to speak in front of large, diverse groups of people
• Prior experience with volunteer coordination and personnel management
• Ability to prioritize and manage timelines
• Ability to effectively produce and manage schedules and training materials
• Knowledge of Google Workspace, MS Office, Airtable, and a willingness to learn new software
• Background that includes experience with meeting planning
• Outstanding customer service skills
• Comfortable working with a team and independently
• Strong interpersonal skills
• Demonstrated collaboration strategies and skills
• Excellent written and verbal communication skills, including the ability to create grammatically correct documentation in the English language

Direct Reports

• Volunteer Managers
• Volunteers
• Interns

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.

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.