Pt “Garden of Lights Nightly Volunteer Manager”

This is a temporary, seasonal, part-time position with hours increasing significantly during the event period.
The Garden of Lights Nightly Volunteer Manager plays a critical role in supporting the successful execution of the annual Garden of Lights event hosted at the Sandhills Horticultural Gardens. This position includes two phases of responsibility: pre-event volunteer recruitment and coordination (July–November) and on-site volunteer management during event nights.
Working as part of the Event Management Team under the direction of the VP of Engagement, this role is responsible for recruiting, training, scheduling, and supporting volunteers to ensure a positive experience for both volunteers and event guests. The Volunteer Manager is authorized to make operational decisions within established policies and will escalate safety, legal, or personnel concerns as appropriate.
Supervisory Responsibilities:

• Provide direct coordination and oversight of all event volunteers—up to 40 individuals per night—ensuring appropriate placement, support, and alignment with event goals and service standards

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
Pre-Event:

• Work with VP of Engagement and other Event Management Team to:
  1. Develop and implement a comprehensive volunteer recruitment and outreach strategy
  2. Recruit and engage volunteers from campus, community groups, organizations, and individuals
  3. Maintain accurate records of volunteers, including contact information and assignments
  4. Coordinate with Human Resources to complete required background checks
  5. Maintain organized files for volunteer waivers, background checks, and related documentation
  6. Screen, schedule, and assign volunteers to appropriate roles based on event needs
  7. Develop and conduct orientation and training sessions covering volunteer roles, customer service expectations, and event procedures
• Coordinate scheduling of nightly volunteers with other Event Management Team staff (ticketing, concessions, sales, custodians, security, parking, and overall event managers) to ensure adequate volunteer coverage for night’s anticipated attendance. 

May include other duties as they arise assigned by the VP of Engagement
On Event Nights:

•  Supervise and coordinate all volunteers in collaboration with the Nightly Event Manager and Event Management Team
•  Monitor volunteer activity on-site and make real-time decisions to address operational needs
•  Ensure proper volunteer placement and coverage throughout event areas
•  Track volunteer hours and support recognition and appreciation efforts
•  Address and resolve volunteer concerns, conflicts, or performance issues in a timely and professional manner
•  Provide volunteer hospitality, including managing breaks and ensuring adequate support for active roles
•  Communicate regularly with event leadership regarding staffing needs or issues
•  Ensure volunteers are contributing to a positive, safe, and welcoming guest experience

Post-Event: 

• Assist with post-event evaluation and debriefing with the Event Management Team and VP of Engagement
• Provide feedback on volunteer recruitment, retention, performance, and scheduling effectiveness
• Recommend improvements to strengthen volunteer engagement and operations for future events
• Success in this role will be measured by volunteer recruitment and retention, effective scheduling and coverage, volunteer satisfaction, and contribution to overall event success and guest experience. 

College-Wide Competencies: INTEGRITY– Demonstrates a strong commitment to ethical behavior, honesty, and transparency in all interactions within the college. Upholds the college's values, policies, and standards, and serves as a role model for others by consistently doing what is right, even when faced with challenges and pressures EXCELLENCE– Strives to achieve the highest standards of quality in all aspects of work, demonstrating dedication to continuous improvement, delivering quality results, contributing to the overall success of the college and its mission. RESPECT– Demonstrates an appreciation for the dignity of individuals within the college. Treats students, colleagues, and community members with kindness, fairness, and consideration to foster a welcoming culture. Respects differing viewpoints and contributes to a positive and collaborative work environment. OPPORTUNITY– Demonstrates the ability to recognize, create, and seize opportunities that contribute to personal growth, student success, and the advancement of the college's mission. Encourages and supports others in identifying and leveraging opportunities for improvement, innovation, and development. Actively seeks ways to maximize potential and foster a culture of continuous learning and progress. HELPFULNESS– Demonstrates a commitment to service by being approachable, responsive, and proactive in providing support to students, colleagues, the community, and environment (both physical and cultural) of the college. Fosters a positive and collaborative culture where individuals feel valued and empowered to seek assistance and resources. It helps create a culture of belonging and engagement in which students can learn and achieve success.

Minimum of 2–4 years of experience in volunteer coordination, event staffing, nonprofit operations, or customer service leadership. Demonstrated experience recruiting, training, and supervising volunteers or staff in a fast-paced or public-facing environment. Strong organizational skills with the ability to manage schedules, records, and multiple priorities simultaneously. Experience maintaining confidential records, including background checks, waivers, and volunteer documentation. Excellent interpersonal and communication skills, with the ability to effectively engage diverse volunteer populations. Ability to handle sensitive situations with professionalism, discretion, and sound judgment. Proven ability to troubleshoot and resolve issues in real time. Experience designing and delivering training or orientation programs. Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and scheduling tools.

Preferred education and experience:

Experience working with volunteer management systems or scheduling software. Knowledge of best practices in volunteer engagement, retention, and recognition. Experience working in nonprofit, educational, or community-based organizations. Familiarity with risk management practices, including background check procedures. CPR/First Aid certification (or willingness to obtain). Experience managing volunteers in outdoor or large-scale seasonal events.