Utah Arts Alliance Festivals & Events Volunteer Coordinator

Position Summary: The Events and Festival Volunteer Coordinator supports Utah Arts Alliance’s major public events by recruiting, training, and managing volunteers for festivals including the SLC White Party, Urban Arts Festival, and Illuminate Salt Lake. This role ensures that each event is staffed with engaged, well-prepared volunteers and that volunteer experiences reflect UAA’s values of creativity, inclusion, and community care. The coordinator works closely with the Festival and Events Manager to assess staffing needs, maintain communication, and foster a strong volunteer culture.

How To Apply: Interested candidates should send their resume, cover letter, and 3 professional references to HR@utaharts.org. This posting may close at any time.

Shift and Hours: Part-time or seasonal (based on event calendar); every event will require a different amount of hours with varying hours of 5-20 in the months leading up to and immediately after an event/festival. Hours every week are not guaranteed. Hours are set by the Festivals and Events as approved by the Executive Director; all overtime must be pre-approved. Work times are flexible, but must be able to attend (in-person or virtually) regular event planning meetings held during the work week, must be able to help with event and festival set up and tear down, and must be able to work all scheduled events, which take place Friday evenings and/or on weekends. The 2025 event dates are (subject to change):

SLC White Party - January 10th, 2026

Illuminate - March 6 & 7, 2026

Urban Arts Fest - August 22, 2026

Hybrid Work Environment: This job can be a hybrid (in-person/virtual) position as approved by the Events and Festival Manager. Must be on-site for each event, including set up and tear down. Locations: Combination of on-site and off-site work for events. 

Reports to: Events & Festival Manager > HR Manager  > Executive Director

Supervises: Volunteers

Responsibilities

• Co-create a volunteer application and interest form with the Events Manager

• Communicate with the Events Manager and other team members to determine volunteer needs for each event or festival

• Create general and event-specific volunteer role descriptions

• Interview interested volunteers and match them to roles for SLC White Party, Illuminate, Urban Arts Festival, and other UAA programs

• Maintain a volunteer database and track hours served

• Communicate regularly with volunteers and respond to inquiries in a timely manner

• Oversee volunteers during events and train staff on volunteer supervision

• Conduct volunteer orientation and training sessions to ensure preparedness

• Engage in ongoing recruitment and retention of volunteers for future events and projects

• Create and manage a reward and recognition system for volunteers

• Coordinate volunteers for major UAA events and other organizational programs as needed

• Follow up after each shift and event with surveys; collect and analyze feedback

• Plan appreciation parties and regular volunteer socials

• Update volunteer FAQ sheets and contact lists regularly

• Use Google Drive, Master Event Spreadsheets, Slack, and Gmail to document and communicate

• Attend weekly staff meetings with the Festivals and Events Department

• Perform other duties as assigned

Required Qualifications & Skills

• Passion for Utah Arts Alliance’s mission to foster the arts in all forms

• Experience coordinating volunteers, especially in arts, nonprofit, or festival settings

• Prior experience helping to coordinate events in a fast-paced or public-facing environment

• Outstanding communication and organizational skills, including timely email and Slack responsiveness

• Ability to communicate effectively across all levels of the organization, including staff, volunteers, and leadership

• Strong customer service orientation and ability to manage public-facing operations

• Team-player who works well with diverse personalities and community members

• Self-motivated with the ability to take initiative and work independently

• Proficient in basic computer applications including word processing, spreadsheets, and Google Docs

• Comfortable using Google Workspace (Drive, Docs, Sheets) for documentation and coordination

• Proficient in digital communication tools such as Gmail, Slack, and ASANA

• Ability to work evenings, weekends, and long shifts during event periods

• Must have personal reliable transportation

Preferred Qualifications & Experience

• Experience managing volunteer databases and tracking hours

• Familiarity with creating role descriptions, onboarding materials, and training protocols

• Background in arts programming, community organizing, or nonprofit operations

• Experience designing volunteer appreciation systems or recognition programs

• Bilingual or multilingual communication skills