Volunteer & Community Engagement Coordinator Reports to: Director of Advancement Status: Full-Time, Salaried
Position Overview The Volunteer & Community Engagement Coordinator plays a central role in cultivating a welcoming, organized, and mission-driven culture at Lake Superior Big Top Chautauqua and across the Ashwabay Alliance. This position leads volunteer coordination for the Big Top season while building a year-round framework for community engagement, volunteer recruitment, and advancement support. Working closely with the Director of Advancement, this role strengthens relationships between the organization and the community, ensures volunteers feel valued and supported, and reinforces a culture of philanthropy across all venues.
The primary seasonal focus is Big Top Chautauqua. Over time, this role will expand to support volunteer and community engagement needs across Ashwabay Alliance programs and events year-round.
Core Purpose ● Build and sustain a vibrant volunteer corps rooted in professionalism, hospitality, and pride. ● Strengthen community connection to Big Top and the broader Ashwabay Alliance. ● Support donor stewardship and advancement operations through accurate systems, timely communication, and event coordination. ● Reinforce an internal culture of philanthropy in alignment with organizational strategy.
Key Responsibilities I. Volunteer Leadership & Coordination (Primary Seasonal Focus: Big Top) Recruitment & Onboarding ● Develop and implement an annual volunteer recruitment plan aligned with Big Top programming calendar. ● Maintain and update volunteer handbook outlining policies, procedures, expectations, and mission alignment. ● Lead structured onboarding and orientation sessions prior to season launch. ● Ensure volunteers understand both operational responsibilities and the broader mission of the organization.
Scheduling & Operations ● Maintain volunteer scheduling system for all Big Top performances and related events. ● Coordinate closely with House Manager and Box Office to ensure appropriate coverage. ● Train Box Office staff and volunteer leads on volunteer schedule procedures. ● Serve as primary point of contact for volunteer communications during the season.
Culture & Retention ● Cultivate Lead Volunteers to support peer leadership and succession planning. ● Implement volunteer recognition strategies, including appreciation events and impact storytelling. ● Track volunteer engagement, service hours, and retention metrics. ● Collect volunteer feedback and identify opportunities for improvement.
II. Year-Round Community Engagement (Alliance Growth) While Big Top remains the primary seasonal focus, this position supports expansion of volunteer and engagement efforts year-round by: ● Identifying opportunities to engage volunteers at additional Alliance events (e.g., recreation races, festivals, community programs). ● Supporting recruitment of volunteers for advancement events and fundraising activities. ● Serving as an ambassador for the organization at select community gatherings. ● Strengthening relationships with local partners, chambers, and community groups to build awareness and engagement. This component will grow in scope as Alliance programming expands.
III. Advancement & Donor Services Support Working directly under the Director of Advancement, this position supports essential fundraising operations.
Gift Processing & Stewardship ● Ensure timely and accurate gift entry into CRM/database. ● Generate and distribute acknowledgements and tax-compliant receipts. ● Maintain donor database integrity and update contact records. ● Assist with donor mailings and renewal campaigns. ● Support fulfillment of donor ticket requests and sponsor benefits during the season.
Event &Fundraising Support ● Coordinate volunteer staffing for fundraising events. ● Support raffle operations and related volunteer oversight. ● Assist with event logistics connected to sponsorship recognition and donor hospitality. ● Help implement box office donation messaging during season (e.g., “round up” opportunities).
IV. Systems & Professional Standards ● Maintain organized volunteer and donor records using CRM and scheduling systems. ● Participate in cross-department coordination meetings as needed. ● Uphold confidentiality and professionalism in all donor and volunteer interactions. ● Contribute to ongoing improvement of systems and processes to support sustainable growth.
Performance Expectations Success in this role includes: ● Strong volunteer recruitment and retention during Big Top season. ● Clear, proactive volunteer communication and minimal scheduling gaps. ● Timely gift entry and acknowledgement processing. ● Positive volunteer experience reflected in feedback and engagement. ● Visible contribution to a culture of hospitality, gratitude, and mission alignment.
Qualifications ● Strong interpersonal and communication skills. ● Ability to manage multiple priorities in a dynamic seasonal environment. ● Comfort working with volunteers across generations. ● Organized, detail-oriented, and systems-minded. ● Experience with CRM systems and scheduling tools preferred. ● Commitment to community-centered nonprofit work.
Organizational Context The Ashwabay Alliance is a nonprofit organization serving the Chequamegon Bay region through arts, culture, outdoor recreation, and community gathering. Lake Superior Big Top Chautauqua is the primary seasonal focus of this position, with growth toward year-round community engagement across Alliance programs.
Why This Role Matters Volunteers are not simply helpers — they are ambassadors, future donors, advocates, and culture carriers. This role ensures that Big Top and the Ashwabay Alliance remain welcoming, organized, and sustainable through strong relationships, disciplined systems, and intentional community engagement.
