Volunteer Coordinator
Position Overview
The Volunteer Coordinator is responsible for recruiting, organizing, and supporting the parent volunteers who make Encore productions possible. This role is the primary point of contact for the volunteer community — ensuring the right people are in the right roles, volunteers feel welcomed and informed, and production needs are met through a well-coordinated team.
Reports to: Production Manager Collaborates closely with: Stage Manager, department leads, and parent community
Key Responsibilities
Volunteer Recruitment & Coordination
- Recruit and organize parent volunteers for each production, including roles such as Production Historian, house management, concessions, and crew support.
- Maintain an up-to-date roster of available volunteers and their availability throughout the production.
- Communicate role expectations clearly so volunteers know what they’re signing up for.
Scheduling & Communication
- Build and distribute a volunteer schedule aligned with the production calendar.
- Send timely reminders and updates to volunteers as key dates approach.
- Serve as the primary point of contact for volunteer questions and concerns throughout the run.
Onboarding & Support
- Ensure all volunteers complete required paperwork and have reviewed Encore’s expectations before their first shift.
- Orient new volunteers to the space, their responsibilities, and the production team they’ll be working with.
- Connect volunteers with the appropriate department leads or Stage Manager for day-of coordination.
Day-of Coordination
- Be available and present during performances and key production events to oversee volunteer activities.
- Address issues as they arise and make real-time adjustments to coverage as needed.
- Ensure all volunteer areas (house management, lobby, backstage support) are properly staffed.
Documentation & Follow-up
- Track volunteer participation and contributions throughout the production.
- Collect feedback from volunteers after closing to improve future coordination.
- Share a summary of volunteer support with the Production Manager at the end of each production.
Qualifications
Essential Qualifications
- Strong organizational and communication skills with the ability to coordinate a large, volunteer-driven community.
- Warm, welcoming interpersonal style that makes volunteers feel valued and included.
- Ability to manage multiple moving parts and adapt quickly when plans change.
- Genuine commitment to Encore’s mission and enthusiasm for the role volunteers play in making productions possible.
Preferred Qualifications
- Previous experience managing volunteers or community groups.
- Familiarity with Encore’s production process and culture.
- Experience with scheduling tools or simple coordination software.
Working Conditions
- Presence required at performances and select production events to oversee volunteer activity.
- Primarily a remote/flexible role in the weeks leading up to the production; in-person presence increases significantly during tech week and the run.
- Collaborative environment working closely with the production team and parent community.
Success Measures
- All volunteer roles filled and scheduled before tech week begins.
- Volunteers arrive prepared, informed, and feeling supported.
- Smooth coordination across all volunteer-supported areas during performances.
- Positive experience for the volunteer community that encourages ongoing participation.
- Clean documentation of volunteer contributions delivered to the Production Manager at close.
Related
Status: Working · Portal: Team · Last reviewed: 2026-05-11 · Owner: Rhett