Volunteer Manager


Central Alberta Theatre                                                                           December, 2018

Job Description

Volunteer Manager

 

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The Volunteer Manager is responsible for developing and implementing an effective volunteer program for Central Alberta Theatre (CAT).  This includes the recruitment, support, orientation, training and evaluation of volunteers, and the overall supervision of CAT volunteers other than Board members. 

 

The position is subject to all bylaws and written, Board-approved policies and procedures governing Central Alberta Theatre. 

 

The position has two overall areas of responsibility:

1.    Front of House

This encompasses the operation of the Memorial Centre front of house areas (lobby, auditorium, concession and other public areas):  bar/concession management, event set up and preparation, and supervising and coordinating the volunteer base to ensure coverage of positions during scheduled events such as performances, ceremonies and productions.

This also encompasses management of the bar/concession area of CAT’s Nickle Studio: setting up and preparing the area, and supervising and coordinating bar/concessions volunteers to ensure coverage of positions during scheduled events.  (The other front of house duties at this venue will be coordinated via the volunteer Front of House Coordinator(s).)

2.    Central Alberta Theatre Productions

This encompasses supervising, supporting, orienting and evaluating CAT theatre volunteers, in cooperation with the Production Manager.

 

Reporting:  the position reports to the Board of Directors

Working Relationships:  the position works in conjunction with the Production Manager and the Orientation Assistant for CAT Productions (a volunteer position) in the area of theatre productions volunteers, with the Operations/Technical Manager, and with Administration & Bookkeeping.  The position also works with the Vice President – Marketing & Communications, the Vice President – Facilities and occasionally with the Vice President – Training.

 

 

RESPONSIBILITIES/DUTIES

Overall Volunteer Management

·         Support, orient/train and evaluate all CAT volunteers, and supervise CAT volunteers other than Board members. 

·         Ensure all CAT volunteers receive access to the current written, Board-approved CAT policies and procedures, including instructions from the Board on the importance of adherence, and devise a method of certifying the document has been read and agreed to

·         Maintain and utilize a volunteer/member database, ensuring

o   statistics for volunteer hours are collected, compiled and current

o   all active members’ information is accurate, updated, and

o   the database can be used flexibly and efficiently according to CAT’s needs

·         Ensure all CAT volunteers, except for Board-designated Lifetime Members, are annual Society members (they have filled out, signed and submitted the annual Membership Form).

·         Prepare, in conjunction with the Board of Directors, a Volunteer Handbook for each category of volunteer, containing at a minimum

o   An accurate and comprehensive position description

o   Contact information for relevant staff and current President

o   Confidentiality policy

o   Ethical Conduct policy

o   Harassment policy

o   Conflict Resolution policy & procedures

o   Privacy policy

o   CAT’s vision & mission statements

o   CAT’s organizational charts

·         Ensure volunteers receive the Volunteer Handbook before they start work in their position, that they understand the requirements of their position and are familiar with the other contents of the handbook

·         Check in with a sample of volunteers involved in CAT’s theatre productions from time to time to ensure the quality of their orientation, scheduling and supervision by the Production Manager

·         Provide ongoing recognition for volunteers and a volunteer appreciation event, in conjunction with the Production Manager and the Board of Directors, and utilizing volunteer statistics gathered.

 

Memorial Centre Front of House

·         Schedule, coordinate, train and supervise the front-of-house volunteers working at Memorial Centre events:  coat check, ticket taking, program dispensing, ushering and bar/concession (in compliance with AGLC)

·         Ensure the safety of patrons, volunteers, and staff through the proper implementation and enforcement of emergency procedures

·         Hire and work with security personnel when required

·         Prepare the Front of House manager’s reports nightly including house counts, deposits, lost and found, and patron’s feedback

·         Prepare the use of the lobby for internal receptions including set up, decoration and clean up

·         Facilitate and assist in set up for merchandise sales for performances

·         Conduct tours of the Memorial Centre for interested groups and orientations for volunteer recruits

·         Report and follow through on any malfunctions and safety concerns in the lobby and the auditorium

·         Ensure adequate advertising stocks through display units, brochures and posters in the lobby for upcoming events, and, in cooperation with the Vice President – Marketing & Communications, ensure digital marketing is displayed

·         Develop and maintain written procedures and inventories for stock, merchandising, cash and concession items

·         Ensure that the dress code for volunteers is adhered to where necessary

·         Collect, count and deposit money after each performance and arrange for adequate float money

·         Maintain the bar/concession through planning, categorizing, keeping inventory and purchasing as required

·         Conduct nightly reconciliations

·         Maintain cleanliness of the bar/concession area and arrange for returns to bottle depot

 

Nickle Studio Bar/Concession

·         Schedule, coordinate, train and supervise the bar/concession volunteers working in the Nickle Studio

·         Develop and maintain written procedures and inventories for stock, merchandising, cash and concession items

·         Collect, count and deposit money after each performance and arrange for adequate float money

·         Maintain the bar/concession through planning, categorizing, keeping inventory and purchasing as required

·         Conduct nightly reconciliations

·         Maintain cleanliness of the bar/concession area and arrange for returns to bottle depot

 

CAT Productions

·         Liaise with the Production Manager to assist with acquiring volunteers for each production’s needs

·         Coordinate with the Vice President – Training to recruit, train and retain volunteers for the various positions involved in a production according to their interests and our needs

·        Attend the first production meeting of each dinner theatre production, scheduled by the Production Manager, to learn volunteer requirements for recruitment purposes, and/or to alert the production team of any recruitment issues

Other

·         Create a manual for the position to be used in case of Volunteer Manager illness or to help with the training of a replacement if needed

·         Prepare a written report for monthly Board meetings according to Board guidelines

·         Submit hours worked to the Board according to Board-provided procedure

·         Submit ideas for/desired changes to website to the Board for consideration

·         Attend ongoing training as required

·         Other duties as assigned by the Board.