Seasonal Volunteer Coordinator
Santa Cruz Dance Theater is seeking an organized, persistent, and people-oriented Seasonal Volunteer Coordinator to support one of our two annual full-scale ballet productions.
Each production relies on approximately 60–70 volunteers. Volunteer assignments include front-of-house positions such as concessions and merchandise sales; backstage positions involving child supervision and helping young dancers arrive at their cues; and physical load-in and load-out work involving costumes, sets, props, and equipment.
The Volunteer Coordinator will oversee the volunteer experience from the opening of sign-ups through the completion of the production.
Contract and Compensation
This is a seasonal, 10-week paid position associated with a single Santa Cruz Dance Theater production.
Compensation is a stipend of $2,500, based on an anticipated workload of approximately 125 hours. Weekly hours will vary considerably. The first weeks may require only 5–10 hours, while the final week of the contract—tech and performance week—may require up to 30 hours.
Some evening and weekend availability will be required, particularly during the final two weeks of the contract.
Responsibilities
The Seasonal Volunteer Coordinator will:
- Work with SCDT’s production leadership to identify all volunteer positions, schedules, responsibilities, and staffing needs.
- Create and maintain volunteer sign-up forms using Jotform.
- Clearly describe each volunteer assignment, including its schedule, physical requirements, responsibilities, and point of contact.
- Distribute sign-up information and monitor responses.
- Proactively contact families and other prospective volunteers to ensure that all necessary positions are filled.
- Follow up persistently with individuals who have not completed required forms, selected an assignment, or confirmed their availability.
- Match volunteers with appropriate positions and maintain an accurate master schedule.
- Send confirmation messages, instructions, reminders, parking and arrival information, and last-minute updates.
- Coordinate with front-of-house, backstage, costume, production, and load-in leads to ensure that volunteer assignments reflect the production’s actual needs.
- Identify staffing gaps and recruit replacements when volunteers cancel or fail to respond.
- Prepare volunteer check-in materials, contact lists, schedules, and assignment instructions.
- Serve as the primary point of contact for volunteers during tech week and performances.
- Help volunteers feel welcomed, informed, supported, and appreciated.
- Monitor volunteer workload and wellbeing, including ensuring that volunteers receive necessary breaks and know where to go with questions or concerns.
- Respond calmly and professionally to confusion, scheduling problems, interpersonal concerns, and last-minute changes.
- Gather volunteer feedback following the production.
- Provide SCDT leadership with a brief post-production report outlining participation, challenges, volunteer feedback, and recommendations for the next production.
- Maintain organized records and templates that can be reused for future productions.
Qualifications
The ideal candidate will:
- Be highly organized and able to manage dozens of people, assignments, deadlines, and schedule changes simultaneously.
- Be very comfortable using Jotform, spreadsheets, email, and other online communication tools.
- Communicate clearly, warmly, and professionally.
- Be comfortable “bugging people”—politely but persistently—to complete sign-ups, respond to messages, and fulfill commitments.
- Take initiative rather than waiting to be told that a position remains unfilled or that follow-up is needed.
- Remain calm and adaptable in a busy theatrical environment.
- Be attentive to volunteer morale and able to make people feel that their contributions are meaningful and appreciated.
- Exercise discretion when working around children and handling family contact information.
- Be available for increased hours during the final weeks of the production, including evenings and weekends during tech and performance week.
Experience with volunteer management, performing arts organizations, school communities, event production, or youth programs is strongly preferred. Familiarity with ballet or theatrical production is helpful but not required.
Physical and Scheduling Expectations
The coordinator will generally not be responsible for performing load-in or load-out labor personally, but must be present or readily available to help volunteers check in, find their assignments, and respond to staffing problems.
The position may require extended periods of standing and walking during tech week and performances. The coordinator must be available during the production’s principal load-in, technical rehearsals, performances, and final load-out unless another arrangement has been approved in advance.
Reporting
The Seasonal Volunteer Coordinator will report to the Artistic Director or another designated member of SCDT’s production leadership. The coordinator will collaborate closely with department leads but will remain responsible for maintaining the overall volunteer roster and communication system.
Pay: $25.00 per hour
Work Location: In person
